The successful applicant for the Administrative Assistant/Facilities position will have a two-year contract in the Senegal Country Office, subject to local recruitment and the local salary scale. The Administrative Assistant/Facilities will receive day-to-day guidance on priorities and fulfillment of responsibilities from the Facilities Manager in the Senegal Country Office.
The Administrative Assistant/Facilities reports to the Facilities Manager and the Operations Manager and works closely with administrative, and IT teams. The Facilities Assistant supports the maintenance of the Dakar office buildings, main building and annex and latterly the IFC/IBDR new headquarter. He/she conducts daily rounds of the building throughout the day to report and identify facility issues and propose solutions to solve them. The Administrative Assistant/Facilities is assigned responsibility for some administrative and security functions.
Roles and Responsibilities
The specific duties and responsibilities for this position are but not limited to the following:
Facilities Focal Points:
Daily facilities operations and maintenance.
Day to day operations support.
Coordinate internal and external service providers
Coordinate all day-to-day maintenance work for the office and residential property.
Identifies, documents, and reports any maintenance problem for corrective action.
Facilitate office moves/relocation activities
Assist Country Management in security matters, and Fire, Life & Safety
Participate in meetings at a frequency to be determined with the Resource Management Officer and service providers' representatives.
Handle requests for moving furniture between offices.
Report daily to the Facilities Manager on the situation with the facilities, the different services provided and seek his guidance and prior approval as required.
Selection Criteria:
Minimum Education/Experience: Facilities / Maintenance related diploma or degree and at least five (5) years of progressive experience in the related field of work, preferably with International Development Organization.
Must possess analytical skills, Real Estate Asset management knowledge, ability to reconcile accounts and excellent verbal and written skills.
Must be able to multi-task, establish priorities and organize efficiently.
Knowledge of computer
Exhibits positive and professional client service attitude; can understand clients’ needs and complete them professionally.
Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
Collaborates with other team members and contributes productively to the team’s work and output, demonstrating respect for different points of view.
Knowledge of the English and French is essential
Local recruitment only, refers to someone who lives in Senegal currently
