PREMISES ASSISTANAT

Job Description

PURPOSE, SCOPE AND IMPACT

• ?The Premises Assistant ensures that all ICRC Premises are ready for the daily running tasks.

MAIN ACCOUNTABILITIES, DUTIES AND RESPONSIBILITIESMain responsibilities

• Daily check of the compound to ensure office are tidy and operational (gates, perimeter, safety systems, ACs, heating system and meeting rooms are functioning Well, city water and electrical room) And report all maintenance issues to Maintenance Department
• Response to all staff needs and complaints related to functionality of Offices.
• Coordinate with warehouse and workshop managers regarding any admin requirements for these premises, office responsibilities.
• Conduct weekly visits to sites (Warehouses, &Workshop).
• Issuance of SRs, following up, for all items needed to run the office (furniture, supplies, etc...).
• Setting up offices for new comers.
• Provide admin support for all events taking place in the roof-top meeting room and cafeteria (supervise and coordinate activities among the team).
• Responsible for allocating Guest houses rooms upon receiving requests from Welcome Department and follow up on Guest Houses keys.
• Follow up the monthly orders for the coffee break item and the cleaning material request, Issue SR?s, monitoring the stock and the monthly consumptions.
• Follow up the utilities files for electricity, Water, internet and landline bills on monthly basses for offices and residencies.
• Follow up with Premises Manager for the new BoM, accommodation for annual residency, prepare office key and access card.
• Monthly update for the staff attribution, floor map, residence maps on team space.
• Update all the Premises files on team space.

Management of staff

• ?Supervise Admin Assist and a helper
• Daily management of absences, holiday, and staff relocation, to ensure service is always in time.
• Follow with the team to explain any new guidelines, practises and keep them updated.

Agreements

• Follow up on Premises related service contracts jointly with LOG for Amman Delegation, Warehouses, Workshop and Sub-Delegation, and process any related invoices for the department under the supervision of Premises Manager.

Xerox

• Follow up on the implementation of the agreement.Auditing and processing the monthly invoice and keeping statistics.?

CCTV

• Follow up the implementation of the agreement for security system maintenance applied in the office.Process related invoices.?

Terminix

• Follow up the implementation of the agreement.Process related invoices.?

Elevator Maintenance

• Process related invoices.
• Coordinate with the company when necessary and follow up on requests.Process related invoices.?

Cafeteria Catering (when exist)

• Follow up the implementation of the agreement.Act as point of contact between ICRC and food catering provider with the coordination of Premises Manager.?

Offices Inventories

• Monitor and update the list for furniture and other supplies on team space.Control Premises related inventories such as, Flags, Aprons, Accounting stickers?etc.?

Heating-Fuel Consumption Reporting

• Create Suplly orders SRs
• Data entry for re-fueling figures in the register sheet as received from Fleet/Log.
• Prepare Statistical and analysis reports as needed by the Premises Manager.

SUBDELEGATIONS

• Provide support to Sub Delegation when requested.
• Visit Sub-Delegation on regular basis and when necessary.?

Sustainable Development

• Follow up on the sustainable development program in Amman delegation and the implementation of related project under the supervision of Premises Manager.

RELATIONSHIPS

• Interacts with ICRC employees or the users of ICRC premises.
• Good external relationships.

GENERAL DUTIES

• ?Be aware of the delegation objectives and activities.
• Understand the three components of the Red Cross/Red Crescent Movement.
• Apply the security rules at all times.
• Respect and observe the staff regulations of the ICRC in Jordan.
• The employee may be asked to perform other duties not covered in this job description as well as to provide support to other departments when and if necessary.

Keyskills :
Maintenance Management Administration Premises Liability