Facility & Administration Officer

Under the supervision of the Facility Manager, the Administration & Facility Officer is responsible for coordinating administrative services and overseeing facility operations to ensure a safe, functional, and efficient working environment. The role supports organizational effectiveness through office administration, facilities management, supervision of support staff, logistics coordination, and compliance with organizational policies and procedures.

2. DUTIES AND RESPONSIBILITIES

A. Administration & Office Management

• Coordinate day-to-day administrative operations of the Support Office.
• Draft correspondence, reports, memos, and maintain accurate filing systems (both electronic and hard copy).
• Schedule meetings, training, and official events; prepare venues and required logistics.
• Manage local travel arrangements, including flight bookings and payment processing in accordance with MSIE procedures.
• Handle petty cash and maintain proper documentation and reconciliation.
• Maintain office records, asset registers, and inventory lists.

B. Facility Management

• Ensure cleanliness, safety, and functionality of office premises and compound.
• Monitor office facilities, equipment, and utilities; report and follow up on maintenance and repairs.
• Coordinate with vendors, service providers, and contractors for cleaning, security, and maintenance services.
• Ensure availability of office supplies, cleaning materials, refreshments, and consumables.
• Support workplace security measures including visitor management and access control.
• Support Office set up, relocation, and renovation activities when required

C. Supervision & Team Coordination

• Supervise Office Attendants and other support staff; allocate duties and monitor performance.
• Promote teamwork, discipline, and adherence to organizational values and policies.
• Provide guidance and support to administrative and support staff.

D. Procurement & Vendor coordination

• Support procurement processes including distribution, receipt, and registration of bidding documents.
• Liaise with suppliers, service providers, and external stakeholders in a professional manner.
• Ensure documentation and records related to procurement and administration are properly maintained.
• Act as the focal point for facility and administration related issues at the duty station
• Prepare basic reports related to facilities administration.

E. Planning, Reporting & Communication

• Plan, organize, and prioritize administrative and facility-related tasks.
• Prepare routine administrative and facility status reports for management.
• Communicate effectively with supervisors, peers, and external stakeholders.
• Identify and resolve routine administrative and facility-related issues.
• Maintain up-to-date knowledge of administrative and facilities management best practices.
• Support emergency preparedness and response related to office facilities.
• Perform any other duties assigned by the supervisor in line with the role

Qualification Requirements

Education:

• First Degree in Business Administration, Management, Public Administration, Facilities Management, or related fields;
  OR
• Diploma in Administrative or Office Management with 5–7 years of relevant experience.
• Minimum 2-4 years of relevant experience in administration and /or facilities management, preferably with NGOs or international organizations.
• Experience working with third-party service providers and vendors ai an advantage.

B. Required Skills, Attitude, and Attributes

• Strong written and verbal communication skills in English.
• High level of professionalism, integrity, and confidentiality.
• Strong organizational, planning, and multitasking abilities.
• Ability to supervise and coordinate support staff effectively.
• Good computer skills (MS Office and office management systems).
• Problem-solving and decision-making skills.
• Customer-focused and service-oriented attitude.
• Knowledge of Family Planning and Reproductive Health is an advantage.
• Pro-choice and aligned with MSIE values.

C. Core values & Competencies

• Commitment to humanitarian principles and organizational values
• Accountability and transparency
• Teamwork and collaboration
• Respect for diversity and inclusion