Facility Management Assistant

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO representative, is to assist governments in developing policies, programmes, and projects to achieve food security and reduce hunger and malnutrition, while also helping develop the agricultural, fisheries, and forestry sectors and using their environmental and natural resources in a sustainable manner to ensure zero hunger in the country. FAO provides support in three priority areas\: sustainable increases in production and productivity, agriculture-based economic growth, and increased resilience of livelihoods to threats and crises.

Reporting Lines

The Facility Management Assistant will work under the overall guidance of the FAO Country Representative in Sudan and the direct supervision of the Administrative Analyst.

Technical Focus

The Facility Management Assistant will oversee the management of FAO Guest House in Port Sudan to ensure a safe and comfortable living environment for FAO international staff. The incumbent will have a close working relationship with service providers, e.g., cleaning, security, internet, water, electricity, waste, etc. for smooth running of the premises.

Tasks and responsibilities

• Manage the accommodation facilities by assigning rooms to guests and maintain a list of guests in the guest house,
• Will be granted access to the Humanitarian Booking Hub to manage and monitor bookings, occupancy rates, rental income due, expenditures and conformity with Minimum Standards.
• Will be responsible to record reservations in the Humanitarian Booking Hub for Users without a UN e-mail account.
• Will be responsible to generate invoices for all guesthouse users.
• Participate in the assessment of operational and security infrastructure needs in each FAO guest house premises in the area of responsibility.
• Maintain an up-to-date inventory of all infrastructure and equipment in the facilities.
• Draft procedures and instructions to promote a better understanding of the use of the FAO guest house premises.
• Actively participate in meetings related to facilities management to ensure that all decisions taken meets the FAO’s operational and security requirements,
• Manage directly all related activities connected with the implementation of the required facilities management services in the facilities under his/her responsibility. These may include but are not limited to the facilities maintenance/repair, cleaning services, minor repairs, etc. and ensure up to date facilities cleanliness.
• Liaise with services providers and monitor the implementation of the contracts of external suppliers for the delivery of the above services and advise on, and negotiate if required, the improvement of said contracts.
• Prepare payment schedules for payments of utilities (third party service provider, electricity, internet, water, fuel etc.); prepare off-line requisitions and follow up with purchase orders, maintain records, and distribute invoices to managers for approval; liaise with vendors to clarify and resolve billing discrepancies.
• Undertake other tasks or assignments within his / her area of competence as directed by Supervisor.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in facilities management, business administration, logistics or a related field.
• 5 years of relevant experience in facilities management, preferably in humanitarian or international organizations.
• Working knowledge of English and fluency in Arabic.
• National of Sudan.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Should be able to speak, read and write in English and in Arabic.
• Good knowledge of MS software package and web-based programs.
• Client oriented approach.
• Strong organizational and problem-solving skills with minimal supervision.
• Excellent communication and interpersonal abilities.

Selection Criteria

• Prior experience in the UN or International Organization would be an advantage.
• Previous experience in guest house management or similar facilities.

ADDITIONAL INFORMATION