Job Expired

company-logo

Facilities Co-Ordinator

Ghap Services PLC

job-description-icon

Business

Business Administration

Addis Ababa

5 years

1 Position

2025-04-23

to

2025-05-19

Required Skills
Required skills have not yet been specified for this position this job
Fields of study

Business Administration

Engineering Science

Full Time

Share

Job Description

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

Fields Of Study

Business Administration

Engineering Science

Related Jobs

2 days left

Yimaru Academy

Administrative & Receptionist

Receptionist

time-icon

Full Time

2 - 3 yrs

1 Position


Bachelor's Degree or Diploma in Business Administration, Management or in a related field of study with relevant work experience in administration, reception, or customer service roles. Duties & Responsibilities: - Greet and assist visitors, students, and clients in a professional and friendly manner. - Maintain student records and enrollment data accurately. - Manage office supplies and ensure the workplace is well-organized and stocked. - Assist in processing student tuition payments, invoices, and receipts. - Assist in organizing internal meetings, training sessions, and student orientations. - Maintain clear communication between students, instructors, and management. Required Skills: - Excellent communication and interpersonal skills. - Proficiency in Microsoft Office (Word, Excel, Outlook) and basic data entry tools. - Strong organizational skills with the ability to multitask and prioritize. - Friendly, professional, and detail-oriented personality.

Addis Ababa

3 days left

Minaye PLC

Senior Administrative Officer

Administrative Associate

time-icon

Full Time

5 yrs

3 Positions


Bachelor's Degree in Business Administration, Office Management or in a related field of study with relevant work experience, out of which 2 years in a supervisory role capacity Duties & Responsibilites: - Oversee daily office operations to ensure smooth workflow and efficiency. - Supervise administrative staff, including junior officers, interns, and support personnel. - Manage correspondence, documentation, and reporting systems (digital and physical). - Organize meetings, schedules, and travel arrangements for staff. - Handle financial tasks, including processing invoices, petty cash, and expense reports. - Monitor office supplies, equipment maintenance, and facility management (cleaning, security, parking). - Liaise with landlords, utility providers, and service contractors for timely payments and maintenance. - Ensure compliance with health, safety, and environmental regulations.

Addis Ababa

4 days left

Ruftana Trading PLC

Export Manager

Export Officer

time-icon

Full Time

3 yrs

1 Position


Bachelor’s Degree in Business Administration, International Trade or in a related field of study with relevant work experience Duties and Responsibilities: - Oversee the end-to-end export process for coffee and other agricultural commodities. - Identify and develop new international markets and clients to expand export sales. - Negotiate contracts, pricing, and shipping terms with international buyers. - Prepare and manage all export documentation, including contracts, invoices, packing lists, and certificates of origin. - Ensure compliance with international trade laws, customs regulations, and quality standards.

Addis Ababa

5 days left

Parcel Logistics PLC

Business Developer

Business Development Expert

time-icon

Full Time

3 yrs

1 Position


Bachelor’s Degree in Marketing, Business Administration, or in a related field of study with relevant work experience in marketing, preferably in the logistics or transportation industry.  Duties & Responsibilties: - Finding New Customers:  Identifying potential clients and proactively reaching out to them. - Conducting Face-to-Face Meetings: Building relationships with customers and understanding their needs. - Presenting Services: Explaining the benefits of the company's offerings and demonstrating how they can meet customer needs. - Negotiating and Closing Deals: Working with customers to reach agreements and secure sales. - Managing Customer Relationships: Providing ongoing support and building long-term relationships with clients. - Monitoring Competitors:  Staying up-to-date on competitor activities and market trends. Required Skills: - Excellent communication and interpersonal skills.  - Strong analytical and problem-solving abilities. 

Addis Ababa

8 days left

Oda Hulle General Hospital

Reception Head

Receptionist

time-icon

Full Time

1 yrs

1 Position


Bachelor's Degree in Business Administration, Accounting or in a related field of study with relevant work experience especially in hospital environment Afaan Oromoo writing, reading, listening, and speaking in is an asset Duties & Responsibilites: - Supervise, train, and schedule front desk staff to ensure smooth daily operations. - Greet and assist visitors, clients, and staff in a professional and courteous manner. - Maintain a well-organized, clean, and welcoming reception area. - Monitor incoming calls, messages, and emails; ensure proper routing or response. - Handle complaints or requests efficiently and escalate issues when necessary. - Coordinate meeting room bookings and ensure rooms are ready for use. - Oversee office supplies related to the front desk and order replacements as needed.

Jimma

14 days left

Yimaru Academy

Receptionist/Admin

Receptionist

time-icon

Full Time

1 yrs

1 Position


Bachelor's Degree or Diploma in Business Administration, Management or in a related field of study with relevant work experience in administration, reception, or customer service roles. Duties & Responsibilites: - Greet and assist visitors, students, and clients in a professional and friendly manner. - Maintain student records and enrollment data accurately. - Manage office supplies and ensure the workplace is well-organized and stocked. - Assist in processing student tuition payments, invoices, and receipts. - Assist in organizing internal meetings, training sessions, and student orientations. - Maintain clear communication between students, instructors, and management.

Addis Ababa