Position: Facility Officer

Location: Rwanda

2. Specific Roles and key responsibilities

Responsibility 1: Organization of Fleet / vehicles and of any other means of transport in term of allocation, use, and maintenance management

Aim: To provide safe means of transport and quality monitor of HI Vehicle for the smooth running of activities

Benchmarks: Quality of vehicle fuel consumption monitoring; quality of the management of vehicles and other means of transport; quality of maintenance; efficiency of the user schedules; quality of fuel supply monitoring, user satisfaction in line with internal rule and regulations

Activities:

• Activity 1. Receive and follow up the Travel and event Request (TER)
• Activity 2. Follow the management of vehicles and other means of transport rules and regulation
• Activity 3. Follow up the booking & Scheduling of Vehicle, Flight and other means of transport,
• Activity 4. Assist the flight departure and arrival agreement (drop/ pick-up, taxi ..etc)
• Activity 5. Maintain daily Fleet (vehicle and Flight) Tracking & Monitoring Board
• Activity 6. Communicate the vehicle or Flight reservation in close collaboration with passengers
• Activity 7. Do regular vehicle Logbook Check and monitor the vehicle movement
• Activity 8. Follow up vehicle maintenance, repair, cleaning and other servicing required
• Activity 9. Follow up the vehicle fueling supply and compile monthly fuel & Others expenses report
• Activity 10. Perform training to drivers (logbook, road safety, basics maintenance)
• Activity 11. Provide vehicle minimum standard kits, tools, and safety kits
• Activity 12. Follow up the regular vehicle documentation renewal,
• Activity 13. Update Vehicle Monitoring Chart (VMC) at monthly basis

Responsibility 2: To follow up the organization of HI equipment, use, and maintenance

Aim: To provide an efficient facilitation of technical equipment to the support and project team at base level

Benchmarks: Quality of equipment availability, maintenance, allocation and monitoring of organization equipment   in line with the standardization kit / tools divined to each operation team, implementing of equipment management procedures

Activities:

• Activity 1. Organize the equipment allocation in collaboration with Country Logistic Manager
• Activity 2. Identifying and suggesting adapted equipment to the logistics manager
• Activity 3. Organize the installation, maintenance/reparation, monitoring, and traceability of equipment
• Activity 4. Follow up the Equipment Distribution and Retrieval to or from staff
• Activity 5. Producing documents record for Distribution and Retrieval of each piece of equipment
• Activity 6. Follow up new equipment data entry registration into EMC
• Activity 7. Update Equipment Monitoring Chart (EMC) at the situational basis
• Activity 8. Conduct regular Physical Equipment inventory every 6 months and update the EMC.

Responsibility 3: Organization of general premises supply/services and facilities (Office, staff accommodation, storage facilities, vehicle parking)

Aim: To provide a reliable, secure and comfortable office and living premises for the staffs within good facilities or in working order.

Benchmarks: quality of premises and storage; quality of the search for premises and storage; quality of the management of premises and storage and the availability of office and accommodation supplies

Activities:

• Activity 1. Seeking and identify any potential premises (accommodation, Office, and Storage)
• Activity 2. Carry out the fitting out, servicing, and maintenance of the premises
• Activity 3. Perform inventories with Landlords for office and expatriate’s houses
• Activity 4. Organise repairs of all premises including the supervision of casual workers
• Activity 5. Ensure the security of the premises (locks, guards, guard schedule, and etc.)
• Activity 6. Provide the relevant premises supplies

Responsibility 4: Managing base “logistical support functions” team under his/her line managing (Drivers, Maintainer, and Maids)

Aim: Daily monitoring and supervising of staff under her/his line managing

Benchmarks: Quality of staffing management and control

Activities:

• Activity 1. Follow up the logistical support functions team (drivers, Maintainer and Maids)
• Activity 2. With Country Log Manager to produce work objective setting and carrying out appraisal assessments
• Activity 3. Managing staff leave and temporary replacement for the duty
• Activity 4. Disciplinary mesures

Responsibility 5: Organize Logistic administrative filing system

Aim: the existence of logistic archiving for manual –computerize and report

Benchmarks: Quality of filing system to track all information of historical General Facility unit function

Activities:

• Activity 1. Compiling archive for each logistic function are handled in both of manual and computerize
• Activity 2. Submit the relevant tools of base or functions handled regularly

Responsibility 6:  Respect of HI identity, rules, and policies

Aim: HI identity, ethic, rules and procedures are respected

Benchmark: HI code of conduct and ethic, HI mandate and values, HI rules and operating procedure, HI policies are known, understood, applied and respected by the PM and her/his team

Activities:

• Activity 1. In coordination with the Human Resources Manager and Country Log Manager
• Activity 2. Know, understand, apply and respect HI code of conduct and ethics, HI mandate and values, HI rules and operating procedure, HI policies (child protection policy, policy and mechanism for the prevention of and fight against bribery, the protection of beneficiaries from sexual exploitation and abuse policy) and make sure they are known, understood, applied and respected by its team
• Activity 3. Know, understand, apply and respect HI security rules and make sure they are known, understood, and applied by her/his team
• Activity 4. Regular refresher trainings are organized

General: Any other duties and tasks as assigned by Rwanda mission in line with mission objectives, outcomes, implementation, and strategy.

He/she will have to create and maintain an environment which prevents sexual exploitation and abuse and promotes the implementation of the code of conduct.

3. Required Qualification and competences

Only Short-listed Candidates will be contacted. Any efforts to influence the recruitment process will lead to automatic disqualification.