Premises Management Office Assistant

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