Background / General description:
The Facilities Assistant reports to the Resource Management Officer (RMO) and works closely with the administrative, IT, and security teams. The Facilities Assistant supports the maintenance of the Yaounde office building. He/she conducts daily rounds of the building throughout the day to report and identify facility issues and propose solutions to solve them. The Facilities Assistant is assigned responsibility for some administrative and security functions. The Facilities Assistant coordinates the pool of drivers.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
• Ensure all Facilities-related issues are promptly resolved either by contacting the onsite building operations and maintenance contractor, or WB's external contractors depending on the nature of the problem. Maintain a log of resolutions with issue type, contractor and actions taken, acceptance by the staff member who brought issue to light, close of service ticket.
• Serve as the first contact person for all facilities-related inquiries and ensure that all requests are handled in an efficient, timely and smooth manner.
• Follow up with contractors when an immediate solution is not possible, or in case of a force majeure.
• Follow up with respective service providers on scheduling maintenance services and ensuring that those take place regularly, in accordance with the conditions stipulated by the respective contract.
• Conduct routine maintenance rounds of the building to ensure that all mechanical, electrical, plumbing systems, fire and safety systems and security systems are functional. Check on cleanliness of premises and on toilet supplies and adjust if necessary.
• Have meetings when necessary with cleaning and gardening site managers
• Maintain the building signage and Autocad drawings up-to-date.
• Participate in meetings at a frequency to be determined with the Resource Management Officer and service providers' representatives.
• Handle requests for moving furniture between offices.
• Manage the archives and storage areas.
• Monitor office space allocation
• Report daily to the RMO on the situation with the facilities, the different services provided and seek his/her guidance and prior approval as required.
• Liaise with GSD unit in DC and the IT team locally for matters requiring their guidance
Asset Management
• Allocate property numbers to all Bank assets
• Responsible for the furniture inventory, conduct annual physical inventory, reconcile inventory findings
• Ensure that Bank assets (office & residential) are maintained
• Assist RMO with the disposal of surplus and obsolete assets
• Coordinate with auctioneers in cases of asset disposal via auction
Coordination of driver and car pool
• Manage requests for drivers
• Ensure coordination of drivers' movements
• Monitor car pool maintenance and gasoline consumption
• Facilitate the registration and clearances of official vehicles including insurance cover
• Verify the vehicles log books
Assistance on administrative tasks
• Keep track of incoming facilities-contractor vendor invoices and forward them in a timely manner to the RMO for approval and payment processing.
• Assist in preparation of tender documents for maintenance contracts
• Actively participate in preparation process for new projects and provide primary assistance to the RMO in the implementation of existing new projects. Monitor and report during implementation.
• Assist the RMO in developing yearly budget forecasts.
Security
• In coordination with Security Specialist:
• Implement security enhancement especially fire life safety systems.
• Provide administrative support to the overall office security plan.
• Security awareness – provide staff with security information.
• Provide administrative support to the overall office security plan.
• Crisis management – Together with the RMO and Security Specialist, update the crisis plan bi-annually.
Selection Criteria:
• A minimum high school diploma
• Strong client focus, responsive, proactive, solution-oriented.
• Ability to listen to, assess and appropriately respond to needs conveyed by client.
• Enjoys helping others, adaptable.
• Empathy and the ability to provide practical and emotional support during transition and times of crisis.
• Cultural sensitivity and the ability to work in a multicultural environment.
• Excellent interpersonal, communication and presentation skills.
• Strong English and French language communication skills (oral and written).
• Proven ability to work both independently and in a team environment, in a flexible and self-motivated manner.
• Ability to balance clients, client orientation, drive for results, learning and knowledge sharing.
• Local knowledge – both practical and cultural aspects of the country.
• Ability to produce constructive ideas on ways in which matters of concern to management, spouses and dependents may be addressed.
• Good data gathering, research skills, and familiarly with computer and software applications, and databases, including Word, Excel and PowerPoint.
• Knowledge of the resources available within the World Bank and the local community.
• An ability to work with limited supervision, to set priorities and to allocate resources so as to achieve results effectively and efficiently.
Competencies
Technology and systems knowledge - Possesses excellent knowledge of Microsoft Office and Autocad applications and proficiency in using technology tools/systems relevant to the functional area. Ready and willing to undertake training to upgrade the existing skills.
• Project and task management - Demonstrates the proven ability to organize well the work-load, plan effectively and prioritize own work. Knowledge of the facilities management field, familiarity with construction drawings archival skills is desirable.
• Versatility and adaptability – Exhibits initiative and motivation to proactively learn new developments in relative policies, procedures and technology. Able to quickly identify and prevent a potential problem and/or analyze and solve an existing problem.
• Client orientation - Interacts with clients of different backgrounds with discretion and diplomacy. Is proactive and capable of solving complex client related issues in the most diligent and efficient way.
• Drive for results - Takes personal ownership and responsibility to meet deadlines and achieve agreed-upon results and has the personal organization to do so.
• Teamwork and Inclusion – Is ready to collaborate with other team members and contributes productively to the team's output, showing respect for different points of view.
• Knowledge, learning and communication – Possesses good interpersonal and communication skills and communicates messages in a constructive and professional manner.