Marie Stopes International Ethiopia Facility Administration Assistant Jobs

Marie Stopes International Ethiopia Facility Administration Assistant Jobs

Job Id: 227101

Category: Business and Administration

Location: Addis Ababa, Addis Ababa

Career Level: Mid Level ( 2+ - 5 years experience)

Employment Type: Contract

Salary: As per MSIE Salary scale

Job Description

1. Job Summary


Under supervision of the Facilities Administration Officer, the Facilities Administration Assistant follows up the up-keeping of MSIE’s building facilities and office premises located at different places.

This includes standardizing the setup of all MSIE clinic building facilities per MSI’s Standards and Federal Ministry of Health’s (FMOH) Standards; supervises frequently on the status/condition of all buildings and office premises; monitors the sanitation and security conditions of all building facilities and compounds; recommends any corrective measures and maintenance needs, and supervise and follow up that proper safety and security mechanisms are in place at all MSIE offices; handles lease agreement contracts documents, proper keeping and maintaining of building ownership and insurance documents, and follows up utility services in all buildings and timely payments for the services that are provided.

2. Duties/tasks

Files and records all building facilities ownership documents such as title deeds, purchase agreements, designs, plans, etc., and liaises with the concerned office and land lords so as to complete the ownership documents if any document is missed.

Initiates and Facilitates timely renewal and purchase of insurance policies and contract lease agreements for all office buildings and properties that owned to MSIE (both rented and owned buildings), and proper filing of purchased/renewed policies and contract agreement documents in their respective files.

Follows up timely payment of government taxes and fees relating to ownership of the building facilities, and proper filing of the necessary copy payment certificates in their respective files.

Makes day to day visits to MSIE’s clinic and office building facilities particularly those found in Addis Ababa city so as to ensure that all the necessary security measures are being taken, clean and safe working atmospheres are created, and propose ways of standardizing their setup per MSI’s Standards and Federal Ministry of Health’s requirements

Follows up on any security and safety risks in all MSIE’s buildings and rented facilities, and aware the management any potential identified security risk,

Regularly makes visits to MSIE’s facilities to assess their status/condition, and make recommendation for any maintenance or modification that may be needed

Prepares the necessary contracts agreements for purchased and rented facilities and any other correspondences for facility administration team

Follows up regularly on any approved maintenance, modification or renovation works and any construction works that MSIE may decide to undertake

Follows up and monitor closely that proper safety and security mechanisms are in place at all MSIE office/clinic locations and check that all safety and security equipment working properly.

Monitors vigilantly and regularly that MSIE clinics, offices and compounds are always clean and equipment and other properties are well arranged to avoid any risks of injury and damages.

Identifies and requests for purchases all the necessary materials and stationary need of the division and distributes the purchased items for the team members accordingly.

Files and maintains lease contracts agreements for leased building facilities and ensures that they are timely renewed
Follows up closely and regularly that all utility systems and sewerage lines are properly working and timely repaired if not working.

Ensures the timely payment of bills for telephone, broad band and utilities for all MSIE’s facilities found in Addis Ababa city
Manages petty cash and staff insurance payments of MSIE.

Assists in Processing work permits, and residence permits for expatriate staff members

Performs related duties as required

Job Requirements

3. Person Specification

A. Qualification Requirements

a. Education

Diploma in Management or other related discipline

b. Experience

Two years of relevant work experience

B. Skills, Attitudes and Attributes

Knowledge of government’s rules and regulation particularly the Ministry of health office’s periodic rules and guidelines.

Safety and security equipment application

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

Number of Position: (01)

Duty Station: MSE Support Office, Addis Ababa

Employment Type: Fixed Term for one year

Salary: As per MSIE Salary Scale

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:

Human Resources, Marie Stopes International Ethiopia

Through the following e-mail address: HumanResource@mariestopes.org.et

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 work place you applied for on the subject line of your email.

Candidates Who Do Not Follow These Instructions Will Not Be Considered.

MSIE Strongly Encourages Female Candidates to Apply!

Marie Stopes International Ethiopia Facility Administration Assistant Jobs