Facilities Assistant

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The Facilities assistant is responsible in ensuring the facilities of IFRC Afghanistan delegation (offices/residences) are in good condition. The post holder assists to Facility Officer on housing and accommodation, cleaning, maintenance and operation services, maximizing the quality and minimizing costs, provide safe, effective and efficient solutions to staff, consultants and guests so that they can focus on their (primary) duties and responsibilities. S/he is responsible for the business continuity of the services and solutions under his/her responsibility, and, for safety of subordinates, premises and equipment.

1. Ensure the delivery of Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of facility management operations.

2. On daily basis carry out building & meeting room checks, ensuring any issues are dealt with in a prompt and efficient manner.

3. Update the Staff sites plans on a monthly basis and distribute to staff as required.

4. Maintaining proper documentation of all projects and purchases done within facilities department.

5. Organization of meetings including venue and logistics.

6. Organize and maintain records for invoices, expenses, and financial records.

7. Act as point of contact for facilities department and contractors ensuring lines of communication are maintained and regularly monitored.

8. Support and assist the Facilities Officer and the team with administration requirements.

9. Manage contractors, contracts and suppliers as directed to ensure service delivery. 10. Conduct general health and safety duties including risk assessments and other requirements.

11. Attend training and course as directed by the Facilities Officer.

12. To ensure that Procedures are adhered to in relation to all purchase requisitions and invoices within facilities.

13. Ensure all on site activities are done appropriate and in coordination with facilities Officer.

14. All other duties and responsibilities that are inline with Facility management.

People and team management

1. Be responsible for the safety of personnel and workers under management or supervision.

2. Supervise, manage and direct team members to deliver services and provide solutions timely.

3. Act as the escalation point from team members to address issues and keep services on track.

Compliance and documentation

1. check, validate and sign off on forms, formularies, requests, receipts and documents.

2. file according to the IFRC standard filling system

Relationships, expertise and professional development

1. Establish and maintain effective professional working relationships with national and international staff in country, regional and global offices, and, with counterparts in the International Committee of the Red Cross, Afghan Red Crescent Societies and government offices.

2. Actively represent IFRC in matters related to the services under his or her responsibility.

3.Maintain a high degree of skill and knowledge, and be an expert and a person of reference for the services and solutions under her or his responsibility

Required:

• University graduated degree in administration, facilities management 

Preferred:

• Master’s degree in relevant field is preferred.

Required:

• 2 years of experience in a similar role
• 2 years of experience in supervising maintenance, repair and overhaul
• 2 years of experience in facility, building or property management
• 2 years of experience in supervising low-skilled workers
• Experience in hotel and lodging management

Preferred:

• Experience in emergencies, disaster, crisis and incidents management
• Experience with business processes optimization
• Experience in compliance and documentation

Required:

• Property or building management including safety
• Maintenance, repair and overhaul
• Proficient in team and people management
• Proficient in project management
• Proficient in managing low-skilled workers
• Proficient in dealing with government authorities
• Proficient in computer literacy (Microsoft Office Suite)
• Fluent in spoken and written English
• Fluent in Dari and Pashto

Preferred:

• Fluent in spoken and written French, Spanish or Arabic

Core competencies: Communications, Collaboration & Teamwork, Judgement & Decision, National Society & Customer Relations, Creativity & Innovation, Building Trust.

Functional competencies: Strategic Orientation, Building Alliances, Leadership, Empowering Others

Values: Respect for Diversity, Integrity, Professionalism, Accountability