Premises Maintenance Supervisor

Job Description

JOB SUMMARY The premises maintenance supervisor ensures proper maintenance of ICRC premises and equipment and supervises the maintenance activities at the ICRC premises (residences, offices, and warehouse) with the external service providers. The qualified candidate should have a bachelor?s degree in business administration, or any other job-related field with a 4-6 years of experience in a similar position, including 2 years of experience at an I/NGO.GENERAL DESCRIPTIONThe premises maintenance supervisor works on sub-delegation level in Zahle to ensure proper maintenance of ICRC premises and equipment and supervises the maintenance activities at the ICRC premises (residences, offices, and warehouse) with the external service providersOBJECTIVES AND TASKSObjective 1: Generic maintenance responsibilities (20%)

• Coordinates the work of the external premises maintenance workers and ensure that premises equipment are properly maintained.
• Trains and supervises the housekeepers for maintenance, cleaning and upkeep of the residences, offices, and warehouses when needed to make sure that ICRC Standards are met.
• Supervises and controls maintenance-related expenses for the assigned premises.
• Deals with external service providers where relevant and coordinates/supervises their work.
• Keeps proper related files and statistics.

Objective 2: Act as a focal point for premises at the sub-delegation (50%):

• Focal point in identifying new premises and helps in identifying warehouses when needed (setup, rental fees), handles negotiations with the owners, preparation of authorization of expenditure (AoE) and the checklist for the issuance of lease agreements of the residences.
• Handles the flat and office opening/relocation/closure process (communication with contractors, follow up, set up, passive security and all related issues)
• Updates premises list on regular basis and follows up on lease agreements renewal and payments.
• Responsible of implementing the passive security measures as per the premises Minimum Security Requirement and ensure all safety measures are up to date.
• Assess the premises sites and coordinates with concerned parties about the required additional passive security measures.
• Member of Safety and security working group (SSWG)
• Participates in the yearly risk assessment and follow up on implementing the plan of action related to Zah premises.
• Responsible of the key box of ICRC Bekaa premises spare keys and keeps a record for tracking.
• Focal point of the solarization project for ZAH premises.
• Responsible of all premises aspects for new comers and brief them upon arrival.
• Responsible of accommodating visitors in ICRC guesthouse.
• Contribution to the premises budget exercise.
• Track and monitor the premises related expenses.
• Keeps up to date the ICRC fixed assets inventory/valuation and makes sure all ICRC belongings are marked with coding labels.
• Keeps up to date the premises contact list.
• Follows up on the requests of sub-delegation team members related to the offices and flats needs: Office desks, furniture, and other maintenance requests.
• Orders or purchases any necessary material and supplies, in coordination with logistics staff, and maintains related stocks.
• Makes sure the premises related payments are prepared and settled in a timely manner and ensure the private charges are settled by the delegates.
• Follows up on the photocopiers, fumigation, and other premises maintenance contracts and payments.
• Makes sure and sends reminder so that the basic environmental measures are in place and encourages the team members to apply the sustainable development practices.
• Collects statement of account from the suppliers related to the premises department and makes sure the balances are equals.
• Track and replenish the COVID-19 stock and ensure the staff health?s recommendation are respected.

Objective 3: Handles cash disbursements and payments at the sub-delegation (15%):

• Is responsible for the cash box, prepare daily closing on time, makes sure that the cash and journal balances are equal.
• Makes sure there is enough liquidity at hand (replenish cash box and reserves within limits set by the financial rules)
• Accompanies the F&A manager to collect cash from the bank
• Makes sure that all invoices are approved and that amounts corresponds on bill and sticker before processing any cash payments.
• Manages working advances as per set rules, clear them when receiving invoices and monitors timely settlement.
• Gives salary advances to expatriates.
• Calculates per diems and travel allowances for colleagues and external personnel for reimbursements.
• Inform colleagues in advance of closure days

Objective 4: Handle reception and information management activities at the sub-delegation (10%)

• Performs various office tasks such as typing, electronic filing, correspondence/mail preparation as per ICRC standard, distribution, photocopies, updates of sub-delegation contact lists in the DB contact list
• Handles all incoming/outgoing phone operations
• Translates documents from Arabic to English and vice versa for the sub-delegation team: incoming/outgoing letters, emails, invitations and faxes
• Distributes paper mail, as well as electronic messages from Bekaa team box
• Takes messages and transmits the information to concerned departments
• Receives, processes, and keeps record of the information with precision and confidentiality
• Manage paper documents (ICRC distribution stamp, letters, scans, chronos)
• Uses the General Register DB
• Prepares and receives Pouch/Bordereaux
• Ensures the communication guidelines and Visual identity are respected in the SD
• Manages ICRC stationary (letter head, ICRC stamp)
• Manages and replenishes office stationary.
• Explores training needs on Chancellery matters for the SD staff
• First contact point for server issue
• Supports other colleagues with secretarial tasks and the use of ICRC tools
• Supports the assistant of the main delegation in the deployment of new tools
• Organize greeting cards with the support of the secretary of main site
• Writes the minutes of meeting of the SD general meeting and ensures that is posted on Team Space
• Monitors the use of Team Space and support the team bilaterally when needed
• Acts as the IM focal point for the SD in all IM related issues
• Acts as CCC focal point and coordinate with the communication department in all CCC related issues

Objective 5: Provide basic Information Technology support at the sub-delegation while in coordination with the IT Team at the delegation (5%)

• First contact in all IT related issues and act as IT relay in coordination with IT team in main site
• Keeps inventory of VHF and SAT handsets in the SD
• Organizes the access control system and provides access cards to newly hired/visitors and keeps record of attributions

The Premises Maintenance Supervisor is fully replacing the Finance and Administration Manager during his/her absence.General Duties:

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

JOB DETAILSJob Location: Zahle, Bekaa ? Lebanon.Working Schedule: Monday till Friday, from 8 Am till 4h30 PM.Contract Type: Fixed term,1 year (renewable based on performance and need for position)Salary Range: 2000 ? 3200 USD per MonthOpening: 05 October 2022Closing: 18 October 2022

Keyskills :