Office Assistant (Premises Management) - FAO

The Regional Office for Africa (RAF) is responsible for leading FAO’s response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO’s priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with centres/divisions/offices at headquarters, develops, promotes and oversees FAO’s strategic response to regional priorities.

RAF also advises on the incorporation of regional priorities into the Organization’s Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. RAF develops and maintains relations with region-wide institutions including the Regional Economic Integration Organizations (REIOs).

The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The post is located in the Administrative Support Unit of RAF in  Accra, Ghana.

Reporting Lines

The Office Assistant (Premises Management) reports to the RAF Admin Officer a.i and works with the Premises Management Team of the General Administration Group.

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Technical Focus

Monitoring of maintenance and other works undertaken by service providers and maintenance of log of repairs and maintenance. Maintenance of local inventory database of stationery and office supplies, monitoring of stores stock levels, recording of receipt and issuance of supplies in supplies database, tracking of records for discrepancies.

Tasks And Responsibilities

Under the functional guidance of the Head of the Premises Management Team, the incumbent will:

• Ensure the general upkeep and maintenance of the premises; ensure that the lighting fixtures, plumbing, grounds, etc. are properly maintained; daily inspect office premises, log and report findings for corrective works to be undertaken;
• Monitor maintenance and other works undertaken on the premises by service providers; undertake regular site inspections to ensure conformity to approved plan and specifications; report deviations noted;
• Maintain a record (log) of repairs and maintenance;
• Act as custodian of stationery and office supplies received in the stores;
• Maintain a local inventory database of stationery and office supplies in the stores: record the receipt and issuance of supplies from the Stores in the Supplies Database immediately when they are issued;
• Perform physical count of all stationery and office supplies kept in the store to ensure the accuracy of the database records; capture finding and report any discrepancies found;
• Ensure that the stationery and office supplies stock levels in the stores are adequate for operation and submit Purchase

Requisitions in timely manner to allow for the timely replenishment of stocks;

• Verify that invoices submitted for payment by service providers are for work actually delivered; ensure that specifications and amounts invoiced correspond to order made and actually received;
• Collect monthly bills from premises service providers (electricians, plumbers, etc.), compile and submit for payment;
• Draft communication related to tasks, as required, and submit to supervisor for review;
• Perform any other duties required;

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education.
• 5 years of progressively responsible work experience in administrative, accounting, inventory management.
• Working knowledge of English.
• National of Ghana.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

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Technical/Functional Skills

• Extent and relevance of experience in store database management
• Extent and relevance of experience in stock-taking
• Familiarity with FAO regulations on receipt of goods and issuance of stock

Selection Criteria

• A university degree will be an advantage. Computer literacy, accurate attention to detail
• Customer-orientated with a strong sense of service, with good communication and interpersonal skills
• Organisational and administration skills
• Participative and able to work as part of a team