INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT

Closing date: May 2, 2021

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

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The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person to fill the position of Premises Flying Officer based in Addis Ababa with frequent field visits.

GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a conducive working environment with colleagues and line managers
• Performs duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when essential

ACCOUNTABILITIES AND RESPONSIBILITIES

• Participates in determining accommodation and office-space needs and identifies premises accordingly.
• Analyses the set-up of premises, including the passive security measures in place, and proposes  corrective measures when necessary. Participates in establishing the lease agreement.
• Coordinates proper maintenance of all premises and infrastructure.
• During premises manager absence supervises the department in charge of managing premises and infrastructure. Trains and supervises staff and organizes the work.
• Contributes to drawing up housing policy.
• Deals with relevant external contacts, service providers and suppliers. Coordinates maintenance work carried out by external contractors.
• Supervises and controls expenses and service costs related to premises/maintenance.
• Supervises the ordering or purchasing of necessary material and supplies, in coordination with logistics staff, and maintains related stocks.
• Keeps proper files and statistics.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
• Makes sure that deadline for the PMD cycle are met
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff member
• Ensures that job description for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

ADDITIONAL DUTIES

• Acts as a focal person for all premises related activity in the field plan and visit all the sub delegation premises setup
• Structures at the sub delegation and make sure security of the premises and all maintenance and renovation works are done according to the standard .
• In coordination with Purchase unit, establishes list of suppliers for premises related items
• In coordination with the warehouse unit, ensures optimum turnover and use of furniture and equipment
• In coordination with the premises Manager, prepares and follows up the Authorization of Expenditure requests for new premises
• Ensures monthly reporting for premises and makes sure that all the set-up listing is updated (residences, equipment, etc) at all time.
• Follows the lease payments and rental contract’s expiry dates.
• Participates in tendering and selection of contractors on maintenance, renovation/alteration work on the premises.
• Plans and conducts regular field visits in support to Administrative Assistants/Officers.
• Ensures the consistency in implementing rules and procedures pertaining to housing policy, accommodation and logging standards between the main delegation and sub sites.
• Participate on the Premises movable property inventory of standard equipment residence and office and conduct a detailed inventory with values for yearly insurance report.

Security management

• Ensures safe and secure environment around all the premises
• Ensures that ICRC standard safety policies, guidelines and standards are followed by Technician
• In coordination with the Field Team Coordinator, ensures that passive security measures are in place and proposes corrective actions when necessary
• Records and investigates premises-related accidents and prepares relevant reports
• Ensures the proper installation and functionality of security equipment in all premises (i.e. fire extinguishers, smoke detectors, 3M film, etc.)

Administration- Finance

• Knows, applies and complies with all the administrative and finance procedures linked to work (financial and HR such as appraisals, budget follow up, etc.)
• In coordination with concerned Logistic units and Technicians, establishes list of suppliers for maintenance and repair related services and items and ensures quality and standard
• Manages Premises Service database; tracks work orders and records of maintenance, history of equipment and spare parts electronically, registers all requests formulated verbally

Reporting

• Ensures timely reporting of activities to the Premises Manager on a daily, weekly, and monthly basis
• Maintains records, prepares or provides contributions to reports and statistics, and drafts premises and maintenance-related correspondence
• Analyses past and current data and makes recommendations for improvement of the quality in premises general service .

Job Requirements

• University degree in Management, Business Administration or fields closely related to premises Management
• Advanced technical certificate or equivalent is an asset
• Fluent command of English and Amharic
• Knowledge of local languages are an Asset
• Computer proficiency
• Minimum 6 years experience in the same field of activity.
• 3^rd grade driving license is an asset 

How to Apply

Electronic application can be made ONLY through the ethiojobs.net website. Alternatively, you can submit application & CV with copies of relevant documents in person to the ICRC Delegation in Addis Ababa (Around Megenagna, in front of EIAR, around Egziabher ab church OR, send to the ICRC Delegation Addis Ababa, Human Resources Department, P.O.Box 5701, Addis Ababa.

Women and persons with disabilities are highly encouraged to apply. Please note that only short-listed candidates will be contacted at all stages of the selection process