Facilities Officer

 Applying for MSF

Médecins Sans Frontières (MSF) is an independent, neutral, impartial humanitarian organisation that provides medical assistance to people affected by conflict, epidemics, disasters, or exclusion from healthcare. MSF assistance to people is based solely on their needs, irrespective of race, religion, gender, or political affiliation.

MSF is committed to an inclusive culture that encourages and supports its employees' diverse voices. Individuals of all genders, ages, sexual orientations, nationalities, races, religions, beliefs, ability status, and other diversity characteristics are encouraged to apply.

Context

The MSF Amman Support Office provides administrative and logistical services the delocalized HQ offices for MSF Operational Center Amsterdam (OCA) and Operational Center Geneva (OCG)

The Facilities Officer will be part of the MSF Amman Support Office providing services to OCB.

Objectives of the position & scope of responsibilities

Under the supervision and with the support of the line manager, the Position holder shall perform the below tasks:

 Contributing to the definition and planning of facilities management strategies and objectives.

 Contributing to the management of facilities budgets, anticipating needs and costs.

 Contributing to the definition of processes and procedures.

 Proposing Facilities management improvements and assessing team needs.

 Participating in the briefing and debriefing of new coming staff on technical logistics issues.

 Making sure any entrusted equipment/asset/small material transferred under the responsibility of a staff is recorded in the relevant folder, that the handover document is signed by the staff and that returned equipment/asset/small material also is documented.

 Training of staff, as well as other logistics teams.

 Supervising and technically supporting (including issue resolution, escalation, and tracking) all staff onsite.

 Ensuring the good and functioning state of facilities, checking, and following them up, through weekly visits/controls, reporting any anomalies or problems.

 Evaluating installation, rehabilitation and/or repairs-fixing needs, proposing priorities and following up timely minor rehabilitation/repairs-fixing works. Reporting any relevant incident to facilities owners as per rental contracts obligations.

 Instructing/supervising external technicians/ services providers (e.g., plumbers, electricians, HVAC specialists, etc.) if repair / maintenance job is outsourced.

 Checking that premises observe security/safety norms to ensure notably that health and safety risks are reduced (including fire and electricity hazard).

 Monitoring consumptions of utilities (electricity, fuel, tap and drinking water, gas, etc.), recording them monthly in a follow-up tool (shared with AMSO Facilities Officer) and analyzing their efficient use.

 Planning, performing preventive and curative maintenance, monitoring/controlling maintenance of facilities and infrastructure for all technical and functional aspects.

 Collecting, drawing up, managing, and following up formalized requests and orders

 Develop Facilities Service Management processes and monitor user satisfaction for ongoing enhancement.

 Supporting AMSO Facilities Officer to prepare local combined quarterly orders (incl. stationeries, hygiene, coffee breaks, logistics small materials, etc.) and making hoc procurement/purchases of goods and services, as well as utilities payment according notably to the expenditure’s framework. Collaborating with Finance staff to document properly the procurement and payment processes (expression of needs, suppliers/service providers selection, validation, payment)

 Managing non-medical stocks.

 Managing (non-ICT) equipment/assets (e.g., furniture, appliances, devices, incl. HVAC) inventories, including recording on a daily basis any change (adding, moving, withdrawing, destroying) and performing quarterly inventories controls with a third party.

 Supporting ICT management in collaboration with ICT Supervisor particularly:

 Monitoring, maintaining, and following up on all Information Technology (IT) and Telecom equipment, tools, and services.

 Supervising, implementing, and improving data security protocols (data saving, firewall, User Access right, backup, security for equipment and software, etc.) to ensure data security, availability, and immediate operational recovery and continuity in case of emergency.

 Providing technical support and presenting MSF standards, policies, protocols, and procedures to all users. Providing advanced technical support to logistics experts dealing with IT and Telecom systems. When needed, liaise with the Information Systems (IS) Specialist and/or HQ Technical Referent for 2nd line support, as well as with external providers, to ensure any incidents or problems that cannot be solved at his/her level are appropriately escalated.

 Prioritizing and planning activities, tasks, and presence in the respective facilities. Inform line manager, AMSO colleagues and relevant staff.

 Staying updated on MSF standards and suggest improvements through collaboration.

 Ensuring important and relevant information is correctly filled in and updated physically and electronically (SharePoint).

 Reporting on a regular (daily and during regular bi-monthly or ad-hoc meetings) and quarterly basis on activities/tasks, following-up on priorities and upcoming challenges/priorities.

 Provide relevant technical advice if necessary.

 Carry out additional task within competencies as requested.

Requirements

Authorization to work in Jordan required.

Education:

- Essential secondary education and formal technical training.

Experience:

- At least one year as Logistician in MSF or 2 years in a similar position with another NGO.

- Essential computer literacy.

Languages:

- English and Arabic written, and oral fluency is mandatory.

Personal abilities and qualities:

- Results and Quality Orientation L2

- Teamwork and Cooperation L2

- Behavioral Flexibility L2

- Commitment to MSF Principles L2

- Stress Management L3

Contract

- Full-time position 100%.

- 12-months Jordanian contract.

- Position based in Amman

- Ideal start date: 15th December 2024

- Gross monthly salary: JOD 1,215 (+ seniority in MSF) according to the internal regulations and salary grid of MSF in Amman

Application

If you recognize yourself in this profile, we welcome you to send your resume (CV, 2 pages max) and a cover letter (1-page max) in English to: https://msfamman.recruitee.com/o/facilities-officer

The closing date for applications is 1st December 2024. The applications will be treated confidentially. Only shortlisted candidates will be contacted.

Notice:

- No monetary transactions, neither demands of favors in kind, nor will other types of favoritism be tolerated in the recruitment process. MSF reserves the right to refuse hiring of a candidate having benefitted from such acts. All illicit demands of these types may be pursued through the judicial system.

- The protection of your personal data is important to MSF. By submitting your application, you consent to MSF using your data only for the recruitment process to have all the information and documents necessary to proceed with the recruitment, validation of your application and selection of the most suitable candidate. Your data will be treated confidentially. Only people part of the recruitment process have access to your data. MSF does not sell your data under any circumstances. If you have any questions or requests, you can contact [Click to show email]