Main Purpose of the Role

The Facilities Co-Ordinator is responsible for the organisation and coordination of office operations, procedures, and resources to ensure organisational effectiveness. The role also includes providing comprehensive, proactive executive and administrative support to the Global Head of Workplace & Facilities and the broader global team. The individual will also oversee the smooth running of the London office in relation to facilities.

This position requires broad administrative and facilities management skills, strong judgement, and a high level of confidentiality. The successful candidate must be proactive, highly organised, able to multitask efficiently, and skilled in stakeholder engagement and relationship management.

Duties & Responsibilities:

Office Management

• Maintain efficient office operations including planning equipment procurement, office layout, and systems

• Manage front office and all soft and hard services

• Cultivate supplier relationships; continuously review services for cost-effectiveness and relevance

• Serve as the primary point of contact for all workplace-related issues (maintenance, post, supplies, etc.)

• Oversee building maintenance, insurance claims, and communication with building management

• Represent GHAP at regular tenant meetings with landlords

• Manage office-related budgets and expenses

• Oversee procurement and inventory of supplies and equipment

• Organise and optimise workplace layout; ensure desk booking tools are functional

• Prepare workspace and resources for new hires

• Coordinate couriers, postal deliveries, and visitor reception

• Supervise support and cleaning staff; manage schedules, leave cover, and supply needs

• Maintain asset records and oversee tagging, movement, and disposal

• Monitor lease payments and utilities; maintain accurate lease databases

• Align facilities strategies with company goals (e.g. cost, wellbeing, sustainability)

• Update carbon data monthly (Scope 1, 2, and partial Scope 3 emissions)

Project Management

• Lead facility-related projects from inception to completion

• Track project budgets, timelines, risks, and compliance

• Oversee contractor performance and ensure quality and safety standards

• Coordinate office expansions, relocations, and infrastructure improvements

• Maintain accurate project documentation and reporting

Travel Coordination

• Manage travel security account and raise any concerns

• Negotiate local hotel and taxi rates

• Coordinate with global travel agency and ensure traveller safety and training

• Maintain travel and medical training register

Crisis Management, Business Continuity, Health & Safety

• Ensure health & safety compliance (e.g. first aiders, fire wardens, accident book)

• Support business continuity, emergency response, and crisis management plans

• Oversee ergonomic assessments and maintain register

Administrative Support

• Assist in organising internal events, offsites, and high-level meetings

• Provide logistical and event support as required

• Process invoices and maintain facilities tools and systems

Key Working Relationships

• Landlords and external vendors

• On-site cleaning and maintenance team

• Global Head of Workplace & Facilities (London)

• Global Workplace & Facilities Team

• Executive Team and Executive Assistants

• Finance, HR, Legal, and Programme Teams

Reports to: Global Head of Workplace & Facilities (London)

Location: Addis Ababa, Ethiopia

Company: GHAP Services plc

Summary

The Facilities Co-Ordinator at GHAP Services plc is more than just an operational support role-they are a strategic partner ensuring that the physical workplace supports productivity, culture, and growth. This role bridges facilities and people, aligning day-to-day operations with long-term organisational goals.

Job Requirements

Education:

• Bachelor's degree in Facilities Management, Business Administration, Operations Management, Engineering, or a related field

Experience:

• Minimum of 5 years of experience in a Facilities Co-Ordinator, Operations Executive, or Facilities Assistant role

• Experience working with NGOs, international organisations, or multinational companies is an asset

Skills & Competencies

• Strong administrative, scheduling, and project coordination skills

• Excellent communication and interpersonal abilities

• Highly organised, proactive, and adaptable with strong problem-solving skills

• Experience in budgeting and cost control

• Strong IT proficiency, especially Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)

• Knowledge of Ethiopian health, safety, and building standards

• Fluency in English (verbal and written) is required

How to Apply

Interested and qualified candidates can apply through THIS LINK