Facilities Management Officer

Job Description:

MAJOR RESPONSIBILITIES 

Facility Cleanliness & Maintenance (25%)

• Ensure the office premises (internal and external) are clean, orderly, and well-maintained at all times.
• Supervise and coordinate cleaning service providers to deliver services as per agreed standards.
• Ensure washrooms, workspaces, meeting rooms, and common areas are consistently maintained.
• Oversee cleaning and upkeep of the external environment, including:
• Gardens and landscaping
• Parking areas and walkways
• Report and follow up on maintenance issues (repairs, faults, damages).

End Results

• A clean, professional, and safe working environment for staff and visitors at all times

Vendor & Contract Coordination (15%)

• Act as the focal point for facility-related service providers (cleaning, gardening, maintenance, utilities).
• Monitor vendor performance against agreed service levels and contracts.
• Support contract management processes, including renewals and performance evaluations.
• Ensure service delivery aligns with organizational standards and policies.

End Results

• Reliable, high-quality services from vendors and strong vendor accountability.

Utilities & Equipment Management (15%)

• Monitor and manage utility services, including;
•  Electricity,
• Water,
• Generator operations, etc.
• Ensure generator servicing schedules, fuel management, and functionality.
• Track utility usage and report irregularities.
• Proactively liaise with utility providers to resolve outages or issues.

End Results

• Continuous and efficient availability of utilities with minimal disruptions

Goods Receipt, Dispatch & Documentation (10%)

• Receive, inspect, and record incoming goods at the office.
• Coordinate dispatch of goods and materials as required.
• Manage and maintain a proper log of deliveries and dispatch records.
• Ensure proper handling of documentation related to goods movement.

End Results

• Accurate and timely handling of incoming and outgoing goods with proper documentation.

Correspondence & Records Management (10%)

• Manage incoming and outgoing letters and parcels.
• Maintain a proper registry/log for all correspondence.
• Ensure safe handling, filing, and archiving of relevant documentation.

 End Results

• Day-to-day contract operations are managed smoothly

Coordination & Stakeholder Support (5%)

• Serve as a point of contact for facility-related queries.
• Coordinate with internal departments and external stakeholders on facility matters.
• Provide timely updates and support on facility-related issues

End Results

• Effective communication and coordination across all stakeholders

Coordination and support (5%)

• Ensure all facility management activities comply with organizational policies.
• Prepare periodic reports on:

• Facility status
• Vendor performance
• Utilities usage

• Support budget tracking for facility-related expenses.
• Support field offices in implementing facilities management standards.

End Results

• Compliance with policies and effective monitoring of facility operations

Office Administration Support (15%)

• Maintain office supplies required for facility operations.
• Support meeting logistics (room setup, coordination, hospitality).
• Assist with office organization and general administrative functions.
• Support onboarding by preparing workspace and facilities for new staff.
• Support WVT field offices in ensuring WVT facilities maintain a reasonable corporate image

End Results

• Smooth day-to-day operations supporting staff productivity and comfort.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

• Required Professional Experience
  Minimum 1 year of experience in administration, facilities management, or office operations.
• Experience in managing service providers and office facilities is highly preferred

Required Education, training, license, registration, and certification

• Bachelor’s degree in any of the following:
• Business Administration
• Facilities Management
• Logistics / Procurement / Supply Chain
• Public Administration or related field

Preferred Knowledge and Qualifications

• Strong organizational and coordination skills
• Ability to manage multiple vendors and tasks simultaneously
• Good understanding of facility and office operations
• Basic knowledge of utilities and generator management
• Strong attention to detail
• Good communication skills (English & Kiswahili)
• Computer literacy (MS Office: Word, Excel, Outlook)

 Please Note: World Vision is a Christian humanitarian organization with a mission centred on following Jesus Christ in service to the world´s most vulnerable children. Therefore, in all locations to the fullest extent legally permissible, the successful applicant will affirm our core documents, observe conduct compatible with Christian principles, serve at a high level of professional ethics and strive to act in accordance with cultural sensitivities. Furthermore, regular attendance with team and office devotions, chapel and prayer gatherings are expected in line with policies in the World Vision host location and its departments