Premises Management Office Assistant

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Description

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The Office Assistant (Premises Management) reports to the RAF Admin Officer a.i and works with the Premises Management Team of the General Administration Group. 

Tasks and responsibilities:

Under the functional guidance of the Head of the Premises Management Team, the incumbent will:

• Ensure the general upkeep and maintenance of the premises; ensure that the lighting fixtures, plumbing, grounds, etc. are properly maintained; daily inspect office premises, log and report findings for corrective works to be undertaken;
• Monitor maintenance and other works undertaken on the premises by service providers; undertake regular site inspections to ensure conformity to approved plan and specifications; report deviations noted;
• Maintain a record (log) of repairs and maintenance;
• Act as custodian of stationery and office supplies received in the stores; 
• Maintain a local inventory database of stationery and office supplies in the stores: record the receipt and issuance of supplies from the Stores in the Supplies Database immediately when they are issued; 
• Perform physical count of all stationery and office supplies kept in the store to ensure the accuracy of the database records; capture finding and report any discrepancies found; 
• Ensure that the stationery and office supplies stock levels in the stores are adequate for operation and submit Purchase 
• Requisitions in timely manner to allow for the timely replenishment of stocks; 
• Verify that invoices submitted for payment by service providers are for work actually delivered; ensure that specifications and amounts invoiced correspond to order made and actually received;
• Collect monthly bills from premises service providers (electricians, plumbers, etc.), compile and submit for payment; 
• Draft communication related to tasks, as required, and submit to supervisor for review;
• Perform any other duties required

Candidates Will Be Assessed Against The Following

Minimum Requirements

• Secondary School Education. 
• 5 years of progressively responsible work experience in administrative, accounting, inventory management.
• Working knowledge of English.
• National of Ghana.

FAO Core Competencies

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

Technical/Functional Skills 

• Extent and relevance of experience in stores database management
• Extent and relevance of experience in stock-taking
• Familiarity with FAO regulations on receipt of goods and issuance of stock

Selection Criteria 

• A university degree will be an advantage. Computer literacy, accurate attention to detail
• Customer-orientated with a strong sense of service, with good communication and interpersonal skills
• Organisational and administration skills
• Participative and able to work as part of a team

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2401725

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