Job Description

Overview of position

Under the overall guidance of Chief, FMU and directly reporting to Facilities Management Officer, the Facilities Management Assistant (FMA) is responsible for the efficient and effective management of accommodation services within the organization. This involves coordinating and preparing accommodation for incoming and outgoing personnel, ensuring timely room allocation, maintaining accommodation standards, and overseeing the overall cleanliness and functionality of all accommodation facilities. The incumbent is responsible for implementing our client's issued guidelines and directives.

Role objectives

Within limits of delegated authority, Facilities Management Assistant (FMA) will carry out for the following duties:

Accommodation Booking and Coordination

• Process all booking requests promptly.
• Prepare weekly accommodation statistics, forecasts, and room allocation plans for approval by the CFMU/CEFMS.
• Coordinate the preparation of transit rooms and VIP rooms.
• Ensure all short-term residential accommodations are adequately prepared and ready for occupancy.
• Facilitate the check-in process for all transiting personnel and short-term occupants, assigning rooms and providing necessary information.
• Coordinate the check-out process, ensuring the return of room keys and other items.

Accommodation Maintenance

• Conduct daily inspections of vacant rooms, preparing deficiency reports and creating service orders.
• Ensure all residential accommodations adhere to standardized conditions.
• Maintain the cleanliness and functionality of all transit accommodations.
• Coordinate with relevant units to address maintenance concerns and emergency repairs.
• Collaborate with other units to ensure timely furnishing and preparation of new accommodations.
• Conduct regular inspections of accommodation facilities across Somalia and report on deficiencies.

Administrative Tasks

• Prepare monthly accommodation occupation reports for cost recovery.
• Liaise with Regional Administrative Officers (RAOs) to obtain necessary reports.
• Submit weekly, monthly and completion reports on the work progress.
• Submit Ad-hoc reports as required.

Project reporting

This role will directly report to Facilities Management Officer.

Experiences and Qualifications

• Professionalism: Shows pride in work and achievements; demonstrating professional competence throughout. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; motivated by professional rather than personal concerns and shows persistence when faced complexity, remaining calm in stressful situations.Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Planning and Organization: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments, adjusting work as required. Allocates appropriate time and resource for completing tasks; foresees risks and allows for contingencies in planning. Monitors and adjusts plans and actions as necessary utilising time efficiently.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to understand the clients’ point of view; Establishes and maintains productive partnerships through trust and respect; identifies clients’ needs and matches them to appropriate solutions. Monitors and anticipates problems, keeping clients informed throughout. Meets timelines for delivery of products and services to clients.

Team management

This role has no team management responsibility

Further information

Qualified female candidates are encouraged to apply for this role.

Skills Required

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