Supervise the day to day operations of the Facilities Management Services, focusing on organizational skills, proactivity and exceptional service delivery in a wide range of Facilities and Procurement related activities.

Main Role and Responsibilities

Facilities Management
• Manage and maintain the day to day facilities services and resources
• Supervision of maintenance and cleaning in the office ensuring the best quality of work
• Supervise projects relating to of office fit-outs, repairs and desk moves within office space
• Proactively seek ways of improving the office environment, recycling & other environmental friendly processes
• Information Security (safe disposal of confidential information for recycling)
• Act as Health & Safety coordinator which includes maintaining first aid supplies and arranging fire warden training in accordance with Civil Defense regulations
• Supervision of Workplace Services, resolving any issues and escalating to the Workplace Services Manager when necessary
• Keep the office seating plans and utilization reports updated. Provide facilities management reports to office manager on a periodic basis
• Allocation of parking spaces in line with the parking policy.
• Effectively handle all onboarding for new joiners and attend their induction to present on facilities related items
• Proactively seek ways of improving the office environment, recycling & other environmental friendly processes
• Ensuring the Reception staff provides a consistently high level of service to all visitors and staff and handle minor issues
• Provide emergency cover for Reception when needed and look for ways to improve the Reception service.
• Supervise the Post Room and manage the courier relationship
• Supervise the onsite and offsite storage of client files taking into account the retention policy

Purchasing/Procurement
• Negotiate and recommend execution of contracts for purchase of supplies, provisions, services and equipment
• Manage local purchasing and procurement activities for items such as non-IT office equipment and supplies in accordance with the MENA Procurement Policy
• Liaising with the security consultants on issues relating to our office access, CCTV and other security devices
• Demonstrate a good understanding and knowledge in the field of purchasing
• Obtain quotes and purchase furniture, office equipment, stationery items, etc. with approval
• Ensure that facilities related leases and contracts are renewed in a timely fashion and that the BRET process is completed where necessary.
• Reconcile invoices, before submitting in Interim Procurement Tool for approval. Update purchase ledger/vendor contact list
• Handle claims to vendors for defective, shortage and missing items and products

Relationship Management
• Act as point of contact for staff queries and resolve any operational support issues
• Ensure policies and procedures are implemented and adhered to
• Communicate effectively with executives; sharing information, understanding business needs and discuss accordingly with MENA Facilities Manager

Resource Management
• Manage and monitor on-site facilities management resources; resource planning, recruitment, coaching, counseling, performance management, and learning and development initiatives
• Manage team performance ensuring the delivery of high quality services and consistency in support levels and workloads
• Monitor and approve leave requests and expenses
• Participate in the annual roundtable discussions to provide feedback and a proposed rating for team members
• Collaborate with internal resources to recruit new facilities management staff, in line with the organization’s recruitment process
• Meet with staff on a regular basis, developing strong working relationships