Administration and Facilities Manager at Medecins Sans Frontieres (MSF)

Main Purpose:

Is responsible for the proper management of the MSF Premises (offices, warehouse, Expat housing) in the Capital, and the planning and coordination of the staff under her/his responsibility, in order to provide Qualitative accommodation for the expatriates as well as adequate working space for the mission, according to the standards defined in the mission. Is responsible for all administrative tasks related to the accommodations used in the Capital.

Other tasks include, but not limited to:

• In close coordination with HR Coordinator, calculate the HR operational needs for his/her team and the needs in terms of accommodation in the Capital for the Coordination and the Projects (Guesthouses and Offices) and the associated budget in order to ensure adequate sizing of the facilities and staffing.
• Planning and supervising, in close coordination with the HR Coordinator, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility (secretaries, receptionists, cooks and housekeeping staff) in order to improve people capabilities and to ensure both the sizing and the amount of knowledge required.
• Draws up the Holiday planning for the staff under his/hersupervision in order to forecast HR needs ( daily workers) and to ensure HR availability in the office and guesthouses. Keeps an active database of possible relievers for the staff under his/her supervision.
• Implementing all administrative related activities linked to the Accommodation (Offices, Warehouse and Guesthouses) in the Capital. Ensures all expiring contracts (Rental contracts, Insurances, Security Contracts, Garbage Collection) are timely renewed or alternatives are found. Functions as the primary interlocutor for the MSF Somalia Mission with the owners/management for all the premises of MSF.
• Checking and ensuring the maintenance of MSF premises and facilities, as well as the general water supply, electricity supply, internet supply for all Houses and Offices. In this sense, making regular inspection visits to assess the rehabilitation needs of facilities.
• Ensuring all MSF Premises (Offices and Houses) are properly equipped (according to the Standard List for house equipment). Prepares the ordersfor the equipment of houses and offices, follows up on the orders and ensures that a proper reception of the items is done and the quality of the items is assured.
• Ensures all MSF Premises (Offices and Warehouses) have the necessary Licences and Permits to operate and establishes and maintains professional contacts with all relevant authorities (Nairobi City council, Directorate of Occupational Safety and Health, ...) to obtain the permits and licences.
• Ensures, in close collaboration with the Logistics department that a proper maintenance of the equipment in the houses and offices is done. Makes orders to replace equipment where needed. In this sense, making regular inspection visits to assess the maintenance needs for the equipment.
• Ensures all personnel transiting through the Capital (Visitors, NS for training, etc…) have proper accommodation/lodging during their stay in the Capital (Hotel bookings or MSF Guesthouses). Is responsible for the Accommodation of all International Staff in the Capital.
• Ensure that all Guesthouses, Offices and the Warehouse are sufficiently supplied with household supplies (cleaning materials, gas, etc.). Prepare 3-monthly orders for the same and ensure a proper stock keeping and distribution of the items, do the follow-up, and checking proper reception and stock keeping.
• Ensures that all offices are sufficiently supplied with Stationary items and prepares 3 monthly orders for the same. Is responsible for the stock management of the Stationary in all offices.
• Ensures follow up and timely processing of all electricity bills, water bills, rental invoices , etc. for the Capital.
• Participates in Monthly HR Reports.
• Recruitment of domestic staff
• Creation of a poll of relievers( Cleaners,secretaries,cooks,gardener)
• Evaluation of staff,regular follow up of perfomance of all staff under his/her supervision
• Follow up of all contracts for expats houses and offices,warehouse:renewal,new leases,etc
• Follow upof utility bills for all the houses and offices( internet,water,electricity)
• Follow up for service contracts for the houses/offices: security ,garbage collection, etc
• Ensures good stock keeping/follow up of stocks for the expats houses is done,places,materials
• Follow up on repairs to be done in the houses( with management or logistics)
• Ensure good stock management and ordering of for food items for use in the office( Tea.coffee,sugar,milk,water)
• Follow up of non medical insurancecontract and licencesfor all houses/offices,warehouse:renewals,quotations etc
• Ensures accommodation for visitors to the Somalia Mission in Nairobi and Kenya ( Hotel bookings,when necessary)
• Train,coach,and manage all staffunder his/her supervision
• Support and coverage for PAM as required
• Functions well in a strict proedural framework but also flexibility to adapyt to change
• Achiving Champion for the missio( working closely OCA Kenya achiving Champion)
• Follow up on occupational safety and health administration.

Education

• Degree in management (business, HR) or administration.

Experience

• At least four years in administration management Desirable, good knowledge of local administration.
• With MSF essential 2 years of previous experience is similar to relevant positions.

Language

• Essential: Fluency in English & Swahili

Competencies

• People Management
• Commitment
• Flexibility
• Results
• Teamwork

Application deadline: 15th March 2023