Facilities Assistant, Facilities & Operations, University Centre at Aga Khan University Hospital

Job Purpose:

• The Facilities Assistant plays a vital role in ensuring the smooth and efficient functioning of the organization's facilities, contributing to a productive and pleasant work environment for all employees.  Responsible for day to day running of Facilities within the University Centre in order to promote a healthy, clean and sanitary environment for all users and visitors of Aga Khan University – Nairobi (AKU). 
• The Facilities Assistant will also ensure availability of consumables to all users, be responsible for Stock movement & Monitoring from stores; Custodian of University Centre (UC) keying system/access control and day to day supervision of housekeeping vendor.

Key responsibilities:

Inventory and Supplies:

• Maintain the inventory of office supplies, equipment, and materials. Replenish stock as needed and distribute resources within the department. This will involve receiving consumables as ordered from PSCMD within UC and ensuring supply/distribution from UC stores to staff within the departments.

Day to day building Operations:

• Space organization: Help in organizing office/class layouts/furniture, workspace allocation, and utilization to optimize space and meet the client requirements.
• Facility Repairs/care/maintenance: Assist in conducting routine inspections of the organization's facilities, identifying maintenance needs, and reporting for mitigation/attendance. Work with maintenance staff/team and supervisor to ensure timely resolution of issues.
• Vendor Coordination: Assist in coordinating with vendors and service providers for facility maintenance, cleaning, garbage collection and other operational needs. 
• Events Support: Assist in organizing company events, meetings, and conferences, including room set-up, audio-visual support, and catering coordination.
• Administrative Tasks: Assist with administrative duties, including record-keeping, data entry, and generating reports related to facilities and operations. 
• Sustainability Initiatives: Participate in implementing and promoting sustainable practices within the workplace, such as energy conservation and recycling programs.
• Safety & Security: Support the implementation of safety protocols and security measures to promote a safe working environment. This will include but not limited to:
  • Ensuring accessibility to restricted areas upon confirmation of security/operation passes.
  • Custodian of all UC buildings keys
  • Report any safety hazards and participate in emergency response procedures. 
• Communication:  Act as a liaison between facility users and management, addressing inquiries, concerns, and requests related to facilities and operations in coordination with supervisors as and when needed

Qualifications and skills required:

• Diploma in Operations, secretarial/administrative operations, hospitality management. Additional certification or training in facilities management or a related field is a plus.
• Minimum of 3 years’ work experience in a Hospitality organization or previous experience in a facilities-related role, administration, or office management is required.
• Strong organizational skills and the ability to handle multiple tasks simultaneously.
• Attention to detail and problem-solving abilities to address facility-related issues effectively.
• Basic understanding of safety regulations and a commitment to maintaining a secure work environment.
• Proficiency in using computer software, including MS Office and other relevant applications.
• Excellent communication skills, both written and verbal, to interact with colleagues and vendors.
• Adaptability to work in a dynamic environment and support urgent facility-related needs.
• A positive attitude and a willingness to learn and grow in the role.
• Ability to bend and climb to reach elevated fixtures.
• Demonstrable supervision and conflict resolution skills
• Flexible and able to work long hours, as and when required.
• A good team leader