Head, Administration & Facilities Management Division

Organization Information

Reports to: Director OSSD
Directorate/Department/Organ: Operation and Support Services
Division: Admin. & Facilities Management Division
Number of Direct Reports: 6
Number of Indirect Reports: 126
Job Grade: P5
Number of Positions: 1
Contract Type: Regular
Location: Addis Ababa, Ethiopia

Purpose of Job

Provide strategic and leadership direction in managing the operation of the Administration and Facilities Management in achieving the AU Strategic objectives and goals with the view to ensure quality and timely service delivery towards customers/stakeholder satisfaction on all administrative and facilities management and maintenance in the Union.

Main Functions

• Drives the development, implementation and monitoring of policies, strategies and programs contributing towards the effective implementation of relevant AU Policy Organs Decisions;
• Executes the strategy for the Division and ensures alignment with overall OSSD and organizational strategy and goals;
• Maintains positive work environment as well as managing budgets, ensuring project performance and program quality;
• Oversees and leads employees, ensuring their effective management and supervision while addressing employee relations and enhancing their skills and capabilities through capacity building initiatives.
• Ensures quality and timely service delivery of its annual targets in line with the organization’s overall strategy;
• Develops and maintains robust monitoring and evaluation systems for effective staff performance in conformity with relevant rules, policies, manuals and SOPs;
• Provides technical leadership and monitoring while guaranteeing the Division’s efficient functioning and ensures effective management;
• Ensures the effective management of funds generated towards Maintenance Fund;
• Oversees policy development and guidelines consistent with the AU’s strategic goals and mandate in order to develop and implement integrated programs and projects that align with the Division’s goals and objectives.
• Oversees and monitors the overall activities of the Division to ensure successful outcomes and progress.
• Builds and maintains good working relations and collaboration with other Divisions, Directorates, Departments and Offices;
• Maintains a positive work environment of its various team that will facilitate collaboration and information sharing conducive enough to attracting, retaining, and motivating diverse talent of the Division;
• Manages risks, through identification and development of mitigation measures and ensures business continuity of the Division;

Specific Responsibilities

• Plan and monitor the day-to-day running of all support operations for a sustainable facility, administrative and fleet management so as to ensure compliance with all applicable standards and policies;
• Develop and manage the budget for facilities, administrative and fleet management and review budgetary cost estimates for the operation of the Division while examining long-term operational needs against the organizational strategies and goals;
• Coordinate the disposal of organizational obsolete and loss assets in line with the relevant provision of the Financial Rules and the Property, Plant and Equipment Policy;
• Regularly evaluate the efficiency of all operational procedures related to facilities, administrative and fleet management in accordance to the organizational objectives and policies and apply continuous improvement towards risk management;
• Issue project completion reports during provisional as well as final Acceptance of project
• Manage all existing facilities, and office spaces of the organization with appropriate corrective and preventative maintenance plan with the view to ensure 24/7 availability and quality service delivery to all building occupants as well as customers /stakeholders;
• Coordinate all constructions and facilities renovations projects of the Union as well as its periodic inspections and verifications in conformity with the established standards (SOPs), policies, and manuals; and oversee the areas of improvement.
• Evaluate overall performance by gathering, analyzing and interpreting data and metric for facilities and fleet management.
• Any other related assignments as may be assigned by supervisors.

Academic Requirements and Relevant Experience

• Master’s Degree in Business Administration, Organizational Development, Engineering, Facilities or Operations Management or related fields from a recognized academic institution with Minimum of 12 years relevant work experience of which seven (7) years must be at managerial level and five (5) years at supervisory level.
• Experience in facilities management, engineering, and operations management
• Proven track record of management and technical leadership in delivering operational support services.
• Exposure to international organizations and Public sector is a plus.
• Certification in strategic organizational development and operations, facilities management, project management, building automations and engineering would be an added advantage.

Required Skills

• Excellent verbal and written communication skills in any of the AU working languages (Arabic, English, French and Portuguese) and working knowledge in another AU Languages will be an added advantage.
• Experience in managing multi-disciplinary teams in a diversified multicultural environment.
• Ability to initiate and identify key strategic opportunities and risks.
• Excellent planning and organizational skills
• Excellent negotiation and conflict resolution skills.
• Ability to work under pressure and multi-tasking within tight time constraints.
• Ability to relate well with a broad array of individuals both within and outside of the AU.
• Creative and Strategic thinking structured towards an efficient approach to project implementation with a proven track record of leading cross-functional projects teams as well as the ability to guide the team on journey for continual improvement of performance and knowledge and rational decision-making capabilities;
• Problem solving aptitudes with an excellent analytical, solution orientation and risk management with ability to draw on experiences for providing evidence-based decision making.
• Strong interpersonal skills including the ability to build good working relationships and to work flexibly and collaboratively with colleagues of different divisions, departments and institutions to achieve organizational goals.
• Excellent drafting, reporting and presentation skills
• Competence in the use of standard software such as Microsoft Office Application, ArchiFM, and others.

Leadership Competencies

Core Competencies

Functional Competencies