Vacancy Announcement

Job title:  

Facilities Administration Officer

Work Location:

Kono & Freetown, Sierra Leone

Department:

Infrastructure

Reports to:

National Infrastructure Manager.

Line Management

Facilities Assistant

Application Status

External

Organisation Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world. 

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

We are seeking a highly organized and detail-oriented professional capable to support our departmental needs ranging from general administration, document control to procurement & logistics support. The Facilities Administration Officer supports the Facilities Manager and Assistant Facilities Manager in coordinating priority tasks and process improvements. The Officer is responsible for organizing facilities maintenance requests and dispatching workers and tradesmen as necessary through managing all documentation / paperwork, work orders.  Must have good computer skills and be adept at managing data quality and updating work orders. The Officer will work closely with the HR, procurement, medical, and the hospital administration to ensure facilities team tasks are well aligned.  The facilities administration Officer is responsible for managing a small amount of inventory for regular use within the facilities team, and working with the warehouse team for regular replenishment. This is a non-technical facilities role.

PIH seeks individuals committed to the mission and values (see PIH Values) of the organization to join the team.

Essential Duties and Responsibilities:

Duties & Responsibilities.

• Maintaining record – keeping and filing systems.
• Managing internal stores stock level reports and replenishment requests.
• Manage & organize all project – related documents, including drawings, reports & specifications.
• Ensure all documents are accurate, up-to-date and in compliance with policies and standards.
• Implement & maintain document control procedures including numbering, filing & retrieval systems.
• Tracking and logging budget allocations including referrals for approval.
• Overseeing maintenance of the equipment and facilities.
• Help to maintain accurate records of procurement activities, including orders initiation, processes plus timelines and final delivery.
• Maintain & update infrastructure databases & contracts supporting the department.
• Monitor procurement performance and ensure timely delivery of requests from procurement department.
• Support to resolve ay issues that arise during infrastructure procurement processes / requests.

Skills

• Proficient use of Microsoft Office Suite.
• Document control & management (technical & support).
• High level of accuracy & attention to detail.
• Strong analytical & negotiation skills.
• Ability to work independently
• Excellent communication & interpersonal skills.

Prevention of Sexual Exploitation, Abuse and Harassment

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.  By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Education and Work Experience Requirements

•Bachelor’s degree in Business Administration or related field.

•Two (2) years of experience in office administration, document control and or procurement & logistics.

•Considerable experience general administration and reporting,

•Proficient use of Microsoft Office Suite (word, excel, power point etc.)

Social Justice

We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

Method of application

Interested candidates are required to apply through our website: www.pih.org/employment.   In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees. This position will remain open and running until the position is filled