Responsibilities

• Facility and Equipment Management:
• Conduct routine equipment checks to ensure they are in good working condition
• Support proper service/maintenance requests in accordance with Agency's policy
• Maintain an up-to-date inventory of office furniture and equipment
• Regularly review, clean, and repair furniture as needed
• Evaluate requests for new furniture and coordinate with vendors and procurement for purchases
• Order replacement parts, including those for file cabinets
• Dispose of damaged or broken furniture using environmentally friendly practices
• Maintain and manage keys for furniture
• Review and process staff requests for furniture moves
• Order necessary materials for furniture relocations and storage
• Documentation and Record Keeping:
• Help collate facilities process support documents and store them both on SharePoint and in files
• Maintain accurate records of all facility-related activities and transactions
• Guest House Management:
• Help maintain a functional booking and management system for CRS guest houses
• Manage the requests and inventory for the guest house.
• Vendor and Service Provider Coordination:
• Assist with coordinating vendor services
• Guide and supervise vendors while they are on the premises
• Contact vendors for various service needs as required
• Ensure supplies and equipment are in good condition and replaced regularly
• Act as a liaison between vendors and the organization to ensure smooth service delivery
• Emergency Response:
• Help respond to emergencies or urgent issues as they arise
• Communication and Administrative Support:
• Facilitate communication with all units of the organization and external stakeholders as relevant
• Send/receive and distribute all incoming and outgoing mail/faxes/letters/documents
• Provide specialized administrative transactions and processes (e.g., translate, type, proofread, and/or format documents; record and transcribe meeting minutes; draft simple correspondence messages)
• Petty Cash Management:
• Serve as the backup Petty Cash Custodian
• In the absence of the primary custodian, manage and maintain the petty cash fund according to established procedures
• Ensure accurate record-keeping of all petty cash transactions
• Assist in reconciling petty cash accounts as needed
• Adhere to all security protocols related to handling and storing petty cash
• Participate in required training on petty cash management procedures
• Support the implementation of any new petty cash processes, as directed by management
• General Facilities Support:
• Assist the Facilities Manager with day-to-day operations
• Contribute to maintaining a safe and efficient work environment
• Perform other facilities-related tasks as assigned
• Expatriate Housing Management:
• Assist the Senior Facility Officer in identifying and assessing housing options for expatriate staff
• Support the move-in and move-out processes for expatriate staff, including inventory checks and handover procedures
• Assist in managing maintenance and repair requests for expatriate housing
• Assist the Senior Facility officer to maintain up-to-date records of all expatriate housing, including lease agreements, inventories, and maintenance histories
• Conduct regular inspections of expatriate housing to ensure compliance with CRS safety and security standards
• Liaise between expatriate staff and property owners/managers to address any housing-related issues or concerns