Job Description

TITLE : FACILITY OFFICER – ADEN

THE ORGANIZATION

Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. 
Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.fr/en/s/index.html 

GLOBAL OBJECTIVE OF THE POSITION

Reporting to the Logistics Manager South, the Facility officer ensures the efficient management of services to HI personnel for the base under his/her responsibility.
He/she ensures the optimal management of equipment. He/she implements the strategy, including the scheduling of repairs and maintenance to ensure that all equipment is in excellent working order. He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the professional development principle.

JOB DESCRIPTION

Line manager: Logistics Manager- South 

Mission 1: General Logistics Management

• In coordination with Logistics Manager South, contributes towards the drafting, revision and implementation of the Operational Strategy (StratOp) within his or her field of activity and geographical area and in line with objectives;
• produces and updates the risk map for his or her area of responsibility and proposes and implements corrective mitigation measures;
• produces incident reports for his or her sphere of responsibility;
• produces and compiles the data in the facilities management dashboard for his or her geographical area;

Mission 2: Premises (Office / Guesthouses and Warehouses Ensures that all the premises (including base stock) are in technical good condition; 

• In link with Supply Officer, ensure a proper follow-up of lease agreement (contract renewal, payments and other details);
• In link with Supply Officer, ensure to update and complete CFU (Contract follow up)
• Identify and follow-up maintenance needs (implementation);
• Act as a focal point with HR for the Cleaners (collect and solve needs or issues);
• Act as focal point for permanent expatriates concerning all needs or issues about GH;
• Ensure all the fixtures and necessary arrangements are done for all the premises;
• Ensure a proper follow up of all generators (log books, maintenance, diesel consumption, working hours)

Mission 3: Equipment Management

• Ensure regular follow-up for inventory, furniture;
• Prepare and update lending certificate each time it’s necessary;
• Ensure proper follow-up of equipment (codes, guarantee, life span, maintenance, replacement planning…);
• Responsible for editing the procured equipment in EMC and keep updated the EMC and send to line manager and coordination on a weekly basis;
• Ensure the security of the premises in coordination with Logistics Manager and security department. 
• Responsible for tagging the equipment of base according to HI Equipment management policies and procedures, ensuring the proper follow-up of equipment (codes, guarantee, life span, maintenance, replacement planning…);
• Ensure the safety and security of the equipment in stock
• Prepare phones and laptop for new Base staffs arrivals

Mission 4: IT

• Identify and follow the needs of maintenance, and contact service provider if necessary;
• Ensure that the means of communication are in good shape and condition and working accordingly;
• Responsible for the uninterruptible internet connection;
• Report to line manager on any changes in the ICT structures / systems in the fields of HI activities and seek for solutions/support;
• Provide technical assistance upon request;
• Link closely with Logistics Supervisor North/Logistics Manager South for IT maintenance, security, tagging and IT equipment follow up

Mission 5: Fleet Management 

• Ensure the respect of HI procedures concerning the fleet management (Log book, maintenance, regular check, security, correct use of the vehicle, validation of new vehicles…);
• Ensure the respect of HI Procedures for all the equipment assigned to Vehicles / Drivers; 
• Responsible for the Fleet Management Database and keep updating the information related to vehicles and movements;
  • Ensure that all documentation are available in each vehicles
  • Collect and ensure the reconciliation of all documents (logbook, follow up of maintenances, …)
  • Follow-up fuel consumption
  • Responsible for the Data base updating
• Supervise and manage the Drivers team:
  • In link with security team, ensure the training/ briefing of the drivers on a regular basis in order to organize regular meeting to remind the security rules. 
  • Assure the respect of HI internal rules as well as area traffic regulation 
  • Assure the respect to the fleet management procedures and policies
  • Establish a weekly/monthly planning for duty drivers
  • Ensure, with the support of the Manager, to maintain a good relationship between the drivers and others departments 
  • Act as focal point for the driver’s requests.
  • Work closely with supply team in regards to contracts, Matrix, fleet documents and CFU, in order to have accurate and updated purchased files.

Mission 6: Movement Management:

• Act as focal point for movements requests for the base
• Work closely with tracking team and security team.
• Coordinate closely with coordination team for interbases movements
• Work closely with Facility Officers from other bases to organise interbases movements and Kisses.
• Responsible of the consolidation of the movements plan and keep update the movements table
• Communicate to all departments the weekly movement table
• Assure that drivers have the necessary equipment (communication means and tracking) fully operational for each trip.

Mission 7: Supply and Planning:

• Prepare monthly PSRs for the office RC, project and support cars, GH need, etc. 
• Resource’s planning:
  • Identifies the material resources necessary for ensuring the project’s feasibility;
  • o    Plans all the means necessary for the optimal management of equipment in his/her fields of activity and geographical areas. 

Mission 8: Prepares for and responds to emergencies

• Provides adequate support for emergency responses within his geographical area 
• Puts in place support adapted to emergency interventions in his or her geographical area 
• Participates in analysing the emergency response capacities of the programme and team; 
• Puts in place emergency preparedness measures identified under the responsibility of the stand-alone logistics manager;
• Collaborates with colleagues from other organisations.

PROFILE SOUGHT / JOB REQUIREMENTS

Qualification    

• Bachelor degree in a relevant sector

Experience    

• 3 – 5 years within similar position
• 3 – 5 years preferable within humanitarian sectors INGOs 

Skills (knowledge, abilities required for the position, refer to skills repository document) :

• Organization skills (Practice);
• Activities monitoring (Practice);
• Mechanics skills (Practice);
• Planning (Proficient);
• Procurement and purchase 
• Stock management 
• Driving license
• Budget design and management 
• Donors’ regulations 
• Facilitation and/or design of training and skills development 
• Operational partnership 
• Risks management 
• Internal control 
• Good written and spoken English is essential

Personal qualities:

• Leadership: inspires confidence, motivates, sets the example, takes and assumes decisions 
• Working as part of a team/network, cooperating
• Ability to give and receive constructive feedback; discussing with multi-disciplinary 
• Resilience to stress and uncertainty 
• Organized 
• Autonomous 
• Solution-oriented 
• Adaptable 
• Excellent interpersonal skills 
• Able to manage stress 
• Committed.

TIME SCHEDULE

The working hours are the following: Sunday to Thursday – 8.00 to 4.30 (with 30 minutes lunch break). Note that the working time can go up to 48 hours per week (according to the local labor law) if it is required by the volume of activities and by the line manager.

CONFIDENTIALITY CLAUSE 

As the position is involved in sensitive topics, he/ she must observe absolute discretion within and outside the organization.  
A non-respect of this clause might have immediate dismissal as a result. 
Any breach of the above-mentioned responsibilities, of the Conditions of Engagement may be sanctioned by a written warning or immediate dismissal if appropriate.

Job Conditions

• The salary will be defined according to HI’s existing salary scale
• Based in Mokha, with frequent movements to the field.
• 30 days leave/year + benefits (transport allowance, health insurance, life insurance)
• The working hours are the following: 8:00 to 16:30 (with 30 minutes lunch break) from Sunday to Thursday.
• Note that working time can go up to 48 hours per week (according to the Yemen labor law) if it is required by the volume of activities and by the line manager.