Job Expired
Ghap Services PLC
Business
Business Administration
Addis Ababa
5 years
1 Position
2025-04-23
to
2025-05-19
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.
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.
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
Interested and qualified candidates can apply through THIS LINK
Fields Of Study
Business Administration
Engineering Science
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