Senior Facilities Administration Officer

JOB SUMMARY

Under the supervision of the Procurement and Facilities Manager, the Senior Facilities Administration Officer ensures proper management and up-keeping of MSIE’s building facilities, office premises, office, laboratory and medical equipment located at different places; follows up the condition of all buildings and office premises; recommends any renovation/maintenance needs, ensuring that proper safety and security mechanisms are in place; handles lease contracts; keeps custody of insurance documents; manages utilities.

DUTIES/TASKS

• Ensures that ownership documents such as title deeds, purchase agreements, designs etc. for all MSIE Building Facilities are properly filed and kept;
• Ensures that all MSIE buildings (both rented and owned) are insured and the insurance policies are renewed on time;
• Ensures that government taxes and fees relating to ownership of the building facilities are timely paid and the title deeds are timely renewed;
• Makes visits to MSIE’s clinic building facilities and propose ways of standardizing their setup per MSI’s Standards and Federal Ministry of Health’s requirements;
• Follows up on any changes made by the Federal Ministry of Health in health facility standards and updates MSIE’s management accordingly;
• Regularly makes visits to MSIE’s facilities to assess their status/condition and make recommendation for any renovation, maintenance or modification that may be needed;
• Prepares necessary designs and cost estimates for any renovation, maintenance, modification or construction works;
• Follows up on any approved maintenance, modification or renovation works and any construction works that MSIE may decide to undertake;
• Ensures that proper safety and security mechanisms are in place at all MSIE office/clinic locations;
• Handles lease contracts for leased building facilities and ensures that they are timely renewed;
• Ensures that all utility systems and sewerage lines, electric lines and appliances are properly working and timely repaired if not working;
• Ensures payment of bills for telephone, broad band and utilities are paid on time;
• Assist in the selection of contractors for renovation and construction works
• Prepares BOQ and assist in the preparation of bidding documents, for renovation and construction works
• Participate in the technical evaluation for renovation and construction works, equipment repair and service contracts
• Prepares preventive maintenance schedule for laboratory, medical and office equipment
• Advise on the need to outsource the maintenance and service of laboratory and medical equipment
• amend renovation and construction manual and procedures as needed
• Makes sure office equipment and furniture and generators are serviced and maintained in house or outsourced to professional service provider
• Makes sure parts for pipes, electrical and power equipment are purchased and stored
• Assist and recommends shortlisting of big and small contractors for construction and renovation work
• Ensuring employees are properly accommodated in a workplace that supports their needs and expectations.
• Allocates office space according to needs.
• Setting up and improving processes that facilitate everyday operations
• Reviews utilities consumption and strive to minimize costs
• Controls activities like parking space allocation, waste disposal, building security
• Plans and coordinate all installations and renovations
• Advises on measures to improve the efficiency and cost-effectiveness of facilities
• Deals with emergencies as they arise
• Plans for the future by forecasting the facility’s upcoming needs and requirement
• Helps with office relocations
• Performs other duties as directed

Job Requirements

Education

• BSC in Civil Engineering, Building Technology or related fields

Experiences

• Four years of relevant work experience 

Skills Attitudes and Attributes

• Knowledge of Federal Ministry of Health’s health facilities standards
• Experience in building design and supervision of building construction works
• Commitment to MSI’s core values
• Good communication and interpersonal skills
• Ability to work under pressure
• Ability to make logical and timely decisions
• Pro-choice

Duty Station: Support Office, Addis Ababa   

Type of Employment: Full time

How to Apply

Interested and qualified applicants should mail only their motivation letter and C.V, within ten (10) days from the date of this announcement to:

 Talent Acquisition and Development Department, MSI Ethiopia Reproductive Choices through the following e-mail address: [email protected]

Due to the volume of applications, we will only contact shortlisted candidates, and we are unable to provide any feedback on unsuccessful applications.

Please mention the title of the position and workplace you applied for on the subject line of your email. 

CANDIDATES WHO DO NOT FOLLOW THESE INSTRUCTIONS WILL NOT BE CONSIDERED.

MSI ETHIOPIA REPRODUCTIVE CHOICES STRONGLY ENCOURAGE FEMALE CANDIDATES TO APPLY!