Estates Officer – UNOC

ESSENTIAL DUTIES

• Implement and monitor administrative and facility management plan, processes, policies and procedures and propose any amendments.
• Provide support in ensuring compliance to the relevant in-country occupational, health and safety and other HQSE related legislation and regulations and ensure UNOC’s compliance
• Liaise with Corporate Affairs and ensure effective space planning and office brand management as per the branding guidelines
• Ensure a safe working environment for all human capital in the country through implementation of UNOC standards to comply with the legislative requirements.
• Coordinate repairs and maintenance issues for general services including but not limited to office block repairs, air conditioning servicing, telephone system among others.
• Develop terms of reference, bills of quantities and specifications for works, services and supplies related to administration and facilities management
• Effectively manage contracts and vendor relations related to administrative support and facilities management
• Ensure the proper delivery of cleaning and fumigation services on the UNOC office per SLA.
• Ensure timely management of office premises including new premises, renewal of rental premises, relocation and revamp, expansion & reduction, closure of premises & termination of contracts.
• Develop and monitor relevant budgets, ensuring that all services are delivered within the estimates defined in the Budgets
• Prepare bills of quantities, terms of reference as part of input for tenders/quotations.
• Ensure the appropriate billing and payment of external service providers is as per work done, and mandate.
• Identify and assess the risks facing Administration, including maintenance works/projects, thereby providing effective loss and risk management.
• Prepare and implement schedules for servicing, carpet cleaning, painting, office fumigation, furniture and fixture repairs etc.
• Prepare schedules for servicing and maintenance of all Electrical and mechanical equipment within the UNOC premises including but not limited to, Air conditioning systems, Generators, Switch gear, Power room equipment, Pumps, UPSs.
• Prepare operational plans for the management/supervision of the offices’ central services such as utilities, cleaning, waste disposal and parking.
• Ensure smooth movement of office items and equipment within the office premises
• Plan and implement best practice processes to increase administrative operational efficiency including developing and proposing cost reduction and space optimization initiatives
• Undertake any other duties and responsibilities as may be assigned from time to time by the supervisor(s).

Qualifications & Experience

• A Bachelor’s degree (Hons) in Civil Engineering, or Quantity Surveying, Real EstateManagement, Facilities Management, Procurement & Logistics, or Business Administration.
• Training in Facilities Management is an added advantage
• A minimum of Four (4) years’ relevant work experience with reputable corporate organizations in property and facilities management functions.
• Experience in management of service providers, negotiation and implementation of service level agreements.
• Practical process and project management experience.
• Experience in working with multi-discipline teams, fostering collaboration, teamwork and the delivery of improved business performance.
• Knowledge of health and safety requirements for office management will be an added advantage.
• Knowledge of procurement laws/regulations and contract management will be an added advantage.

Skills and Competencies

• Budgeting and planning skills
• Risk identification and assessment skills
• Negotiation skills
• Project planning & management
• Contract management
• Organizational Awareness
• Sense of accountability
• High ethical conduct and integrity
• Demonstrable concern for safety and environment