Roles/Responsibilities

Key Role:

Reporting to the Logistics Manager, the facility officer ensures the efficient management of services to HI personnel for the country under his/her responsibility. He or she is the point person for the logistics manager and as such informs him or her of any problems that fall within his or her remit and suggests solutions.

He/she ensures the optimal management of equipment, office space and expatriate housing. He/she implements the strategy, including the scheduling of resupplies, repairs and maintenance to ensure that all equipment and facilities are in excellent working order.

He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the professional development principle.

Mission 1: Deploys HI’s standards and contributes to it expertise and accountability within his or her remit:

STANDARDS: applies HI standards for his or her entire professional field with regard to policy, processes and tools;

LOCAL ADAPTATION: participates in adapting and contextualizing these standards to meet local conditions and regulations;

INTERNAL CONTROL: implements internal control in his or her fields of activity;

ACCOUNTABILITY: applies internal rules and the rules of institutional donors in his or her fields of activity

Mission 2: Operational implementation of logistics

Logistics and administrative management of HI rental premises

Ensure the adequate maintenance, furniture and inventory of office and guesthouses in nairobi

Ensure the follow-up and delivery of the office supplies (stationery, cleaning material, drinks…) and take action, in collaboration with the logistics manager in charge of procurement, to avoid any shortage.

Identify needs according to HI standards and implement the necessary purchases (to raise PSR as applicant and follow-up with the logistics manager)

Maintain relations with the owners, be the interface between the owners, HI and the expats.

Retrieves different remittance companies and city services (water, electricity, etc.) and return them to the administration for payment

Implement the functioning and safety of all HI premises and equipment according to HI standards and policies.

Ensure the expatriates welcoming, airport transfers and accommodation

To organize the airport pick-up and drop-off for HI staff & guests

In charge of booking hotels, taxi, guest houses according to HI standards and procedure and in liaison with line manager.

Ensure that the room is read on time to welcome a newcomer or visitor; according to information received by the Logistics Manager (location of the room, time of the expatriate’s arrival)

In charge of managing the welcoming package for newcomers and visitors (phone, house and office keys, maps…)

Logistics and administrative management of HI equipment

Ensure the adequate installation, use, maintenance and condition of equipment

Ensure the administrative management of equipment (TSE continuous update)

Follow-up contracts with service providers to ensure continuity of communication services provision (internet, phone)

Ensure equipment are in line with teams’ needs and anticipate orders when a new equipment or furniture are needed

Assist in carrying out procurement activities

Assist with identify suppliers and collect quotations (prices, delivery time and other terms) according to the Logistics manager requests and in compliance with HI standards (quality/price ratio, sustainability of the products) and procedures (supplier stamp, signature…)

Upon request from the logistics manager, carry out order reception (control if description, quantity, packaging, quality of items received are compliant with the order) and delivery to the applicant (ensure validation of internal delivery note) according to HI procedures.

Upon request from the logistics manager, carry out the supply of consumables and coffee break supplies in accordance with HI standards and procedures and in liaison with the logistics manager.

Ensure purchase file proper archiving (hard and soft copies) and follow-up (keep the Purchase monitoring chart up to date)

Plans all the means necessary for the optimal management of equipment in his/her fields of activity and geographical areas.

Mission 3 : Facilitation of the profession sector

Contributes to the facilitation of the profession sector in his/her geographical area (community of practice)

Responsibilities may evolve as per programmatic needs and adapting to local circumstances. It is expected that the position holder will perform any other duties as required by the Line Manager that are commensurate with the position.

YOUR PROFILE :

Educational background and experience

Bachelor's in facility management, in logistic or equivalent.

At least 1 year experience working as a facility officer or logistics officer. Experience in the humanitarian sector is an added advantage.