Deputy Head, General Service Department

ORGANIZATIONAL OVERVIEW 

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for Deputy Head, General Service Department position who meet the following requirements.

Required number:         One

Reports to:                    Head, General Service Department

Duty station:                  NEBE Head Quarter, Addis Ababa

Duration:                        Permanent

Salary:                             As per the organization salary scale

Job Summary

The Deputy Head, General Service Department is responsible for a fully functional assistant department head level and is responsible for budgeting, fleet operation, staff organization and development, performance evaluations, employee relations, prioritizing and assigning work, and related activities.

Duties and responsibilities

Primary responsibilities of the Deputy Head General Services Management:

• Assist in managing and coordinating general support services, including facilities and administrative support.
• Support in ensuring a safe and conducive working environment for all the NEBE staff.
• Support in overseeing the allocation and utilization of resources for operational needs.

Facilities & Infrastructure Management

• Ensure all NEBE buildings, utilities, and equipment are properly maintained.
• Develop and implement preventive maintenance plans.
• Supervise repair and maintenance works and manage related budgets.

Security Oversight

• Supervise security staff and ensure safety of property, staff, and visitors.
• Monitor security systems (CCTV, access control) and ensure proper incident response.
• Ensure visitor registration and tracking protocols are implemented.

Cleaning and Sanitation

• Oversee cleaning staff and/or contractors to ensure hygiene standards.
• Develop schedules, supervise performance, and ensure waste management practices.

Support Services Supervision

• Manage support staff (drivers, janitors, messengers, laborers).
• Ensure proper staffing allocation, training, and performance management.

Vendor and Contract Management

• Manage service providers (security, cleaning, maintenance, etc.).
• Participate in bid evaluations and contract negotiations.
• Ensure compliance with NEBE and government procurement procedures.

Budgeting and Resource Management

• Assist in preparing and monitoring departmental budgets.
• Recommend cost-effective resource use.
• Oversee procurement of goods and services for general services.

Reporting and Documentation

• Maintain records of facilities, maintenance, and contracts.
• Prepare reports for the Department Head and senior management.

Desirable/Optional Responsibilities:

• Supervise and coordinate construction and renovation projects.
• Liaise with architects, engineers, and contractors as needed.
• Ensure compliance with building standards and safety regulations.
• Other duties assigned by the supervisor.

Education and Work Experience:

• Ph.D.| master’s in business administration, Public Administration, Facilities Management, Logistics & Supply Chain, Civil Engineering, or other related fields.
• 9 years and Masters | 7 years and Ph.D.| 4 years in a leadership role.
• Proven experience in General services, facilities, logistics, or operations in medium to large organizations.
• Experiences on supervising staff and managing contracts is required.
• NGO, Corporate, or Government sector experience is an asset.Know-How (Skills) (Technical competencies):
• Strong understanding of facilities and logistics operations, procurement processes, and administrative services.
• Excellent leadership, decision-making, and problem-solving skills.
• Ability to collaborate effectively with cross-functional teams and stakeholders.
• Strong communication and negotiation skills.
• Proficiency in relevant software and tools for facilities management, procurement, and administrative services.