Premises Management Support

Organizational Settings

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 Premises Management Support reports to the RAF Administrative Officer and works with the Premises Management Team of the General Administration Group.

Technical Focus

The Premises Management Support performs a variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

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;

• Assist to move, arrange or rearrange office furniture and equipment, as required;

• 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;

• Oversee and provide regular updates concerning the advancement of the Beautification Project related to the RAF and Ghana Office. Additionally, diligently monitor the execution progress of projects for both the RAF and Ghana offices, and promptly communicate any challenges or concerns requiring managerial attention.

• Perform any other duties required;

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education. A university degree will be an advantage.

• 5 years of progressively responsible work experience in administrative, accounting, inventory management.

• Working knowledge of English

• National of Ghana or resident of the country with valid work permit.

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• 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

• Knowledge of local languages would be an asset

• High degree of discretion and ability to work under pressure

• Limited or Good knowledge of FAO organizational structure