Senior Facility Assistant

Position Title: Senior Facility Assistant
Classification, Position Grade: General Staff, Grade G6
Duty Station: Jordan, Amman
Type of Appointment: One Year Fixed Term –with possibility of extension
Date of Issue: 10 March 2022
Closure Date: 24 March 2022
Vacancy No.: JOR/037/2022
Organizational Unit : RMU/ Procurement Department

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
Context and Scope
Under the general supervision of Chief of Mission, Sr. Resource Management Officer, and the guidance and direct supervision of the Procurement & Logistics Officer, the incumbent will perform the following functions
Core Functions / Responsibilities:
The main components requiring this position’s direct supervision / support:

1. Oversee the day-to-day activities in both (Main and MHD) building, ranging from cleaning, functionality of the building’s facilities and fixtures.
   • Building maintenance – heating, ventilation, air-conditioning systems; electrical and lighting; fire response and link to fire services; plumbing, drainage and water supply
   • Building cleaning services and links with the janitorial services on contract
   • Building security linked with Security team
   • Building grounds and work related to parking, access, cleaning, security, generators, back-up fuel and its storage, space management
   • Building management support to Project managers – renovation, building plans, hiring of support services, etc.
2. Under the supervision of Procurement & Logistics Officer, create the weekly shift schedule and assign tasks, ensuring coverage is adequate to maintain a safe, secure and clean environment.
   IOM is committed to a diverse and inclusive environment.
   Internal candidates are eligible to apply to this vacancy.
   For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
3. Under the close supervision of Procurement & Logistics Officer liaise as needed with other Teams and Units in IOM CO and with external partners such as civil Défense, contracted cleaning agencies and contractors.
4. Create and implement SOPs for maintenance procedure. Participate in the preparation of budget/spending plans and draft progress report to share with the relevant and intended parties.
5. Coordinate the hiring and supervision of the outsources providers and supervise them (Cleaners and Officer Helpers), to ensure they deliver proper housekeeping, cleaning of the both buildings (MHD and Main building).
6. Supervise electricians, plumbers, daily laborer’s etc.
7. Respond to messages, requests and complaints related to building’s maintenance and repair, in a hospitable manner. Coordinate repairs, maintenance, and installation of infrastructure both conventional and temporary installations.
8. Raise Purchase Request Form (PRF) upon approval by an in coordination with logistic for materials to maintain and improve office facilities. Record keeping of all the utilities costs for both buildings and timely settlement of the Invoices. Plan and manage all repair and installation activities, track expenses. Maintain logbook with progress report.
9. Conduct regular inspection of the facilities to detect and resolve problems, check the general functionality of building’s facilities,
10. cleanliness of the building and completion of work assignments; and submit report on monthly basis.
11. Supervise and lead all maintenance process, operation. Monitor rehabilitation and dismantling projects from initial planning to the final handling over by the selected contractor.
12. Maintain all machinery to ensure it is at working standard. Maintain stock inventory of spares/equipment/maintenance tools and request for the supplies when necessary.
13. Develop scopes of work/BoQ, schedules, and cost estimates for construction, rehabilitation and dismantling projects. Participate in the proposal technical evaluation process including assessment of bidders’ qualifications, competency and experience and in analyzing and reviewing the quoted unit rates against IOM’s cost estimate
14. Inspection of quality of proposed/used materials, in line with standards and original specifications of BoQ or approved samples, in order to limit and respond to possible Contractor’s attempts to reduce quality of materials. Technical review of variation orders on invoices, and payment applications which may include final payment;
15. Follow up all the contractual duties as stipulated in the IOM construction contract. Plan and monitor the progress of the construction works. Report minimum on weekly basis, through a report highlighting the quality of the work and the achievement of the target foreseen in the weekly work plan, specifying the number of days in delay or saved by the Contractor;
16. Provide support to COM and Mission SMT with regular updates, feedback, specific reports at regular intervals to monitor building management; Provide regular feedback on work being accomplished to the Procurement & Logistics Officer and keep supervisors immediately informed of any issues that arise and may requiring their attention.

17. Perform such other duties as may be assigned.

    EDUCATION AND EXPERIENCE
    • University degree, preferably in civil engineering or related field with minimum four (4) years of related working experience or High school degree with a minimum six (6) years of related working experience. • Good knowledge of MS office, specifically in EXCEL.
    • Attention to Detail: keep eyes on the building maintenance to avoid any risk that may affect the staff or beneficiaries
    Languages:
    Fluency in English and Arabic oral & written is required.
    Required Competencies
    The incumbent is expected to demonstrate the following values and competencies:
    Values
    • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
    • Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
    • Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
    Core Competencies – behavioral indicators level 2
    • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
    • Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
    • Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
    • Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
    • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
    Managing and sharing knowledge Level 2
    • Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision. Assists others to realize and develop their potential.
    • Empowering others & building trust: Creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
    • Strategic thinking & vision: Works strategically to realize the Organization’s goals
    and communicates a clear strategic direction.

    Others:
    • The appointment is subject to funding confirmation.
    • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances