Facility Officer

Responsible to:- Country Logistic Manager – Sudan

Place: Nairobi, Kenya

Starting date: 15th July 2025

Contract Duration: 4 months renewable

Closing date for applications: 5th July 2025 (Due to the urgency of the position applications will be reviewed on a rolling basis)

THE ORGANIZATION

“Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity”

Handicap International Federation operating name Humanity & Inclusion (HI) is an independent and impartial aid and development organisation with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights. Currently the organization is in 60 countries, 22 are in the African continent with over 200 projects globally

For further information about the association: www.hi.org.

JOB CONTEXT:

Since fighting broke out between the SAF and RSF in April 2023 in Sudan, a significant deterioration of the humanitarian situation has occurred. There are an estimated 24.8 million persons in need of humanitarian assistance, over 11 million persons displaced internally, half the population at Crisis level of hunger, and a collapse of the health system.

Humanity & Inclusion (HI) has initiated its programmatic response to the Sudan crisis in January 2024. Today, HI is scaling up its response from both geographic and modalities/sectorial perspectives.

HI has deployed emergency response teams in Darfur, to setup its operations and initiate its response in the western parts of Sudan. HI team has been present in Darfur since December 2024, implementing inclusive humanitarian action, and basic needs activities (WASH and Food security via cash assistance). HI team is also assessing other sectors such as Functional and Physical rehabilitation, and mutualized logistics. The advertised vacancy is to be part of that team working on basic needs activities. In addition, HI is joining a Consortium led by PUI to implement a multisectoral project in Al Jazeera State starting in July 2025 (SAF-controlled area).

YOUR MISSION:

Roles/Responsibilities

Key Role:

Reporting to the Logistics Manager, the facility officer ensures the efficient management of services to HI personnel for the country under his/her responsibility. He or she is the point person for the logistics manager and as such informs him or her of any problems that fall within his or her remit and suggests solutions.

He/she ensures the optimal management of equipment, office space and expatriate housing. He/she implements the strategy, including the scheduling of resupplies, repairs and maintenance to ensure that all equipment and facilities are in excellent working order.

He or she is a key player in the rollout and implementation of HI’s logistics standards, which consists in reworking the positioning of logistics at HI and affirming the professional development principle.

Mission 1: Deploys HI’s standards and contributes to it expertise and accountability within his or her remit:

• STANDARDS: applies HI standards for his or her entire professional field with regard to policy, processes and tools;
• LOCAL ADAPTATION: participates in adapting and contextualizing these standards to meet local conditions and regulations;
• INTERNAL CONTROL: implements internal control in his or her fields of activity;
• ACCOUNTABILITY: applies internal rules and the rules of institutional donors in his or her fields of activity

Mission 2: Operational implementation of logistics

2.1. Logistics and administrative management of HI rental premises

• Ensure the adequate maintenance, furniture and inventory of office and guesthouses in nairobi
• Ensure the follow-up and delivery of the office supplies (stationery, cleaning material, drinks…) and take action, in collaboration with the logistics manager in charge of procurement, to avoid any shortage.
• Identify needs according to HI standards and implement the necessary purchases (to raise PSR as applicant and follow-up with the logistics manager)
• Maintain relations with the owners, be the interface between the owners, HI and the expats.
• Retrieves different remittance companies and city services (water, electricity, etc.) and return them to the administration for payment
• Implement the functioning and safety of all HI premises and equipment according to HI standards and policies.

2.2. Ensure the expatriates welcoming, airport transfers and accommodation

• To organize the airport pick-up and drop-off for HI staff & guests
• In charge of booking hotels, taxi, guest houses according to HI standards and procedure and in liaison with line manager.
• Ensure that the room is read on time to welcome a newcomer or visitor; according to information received by the Logistics Manager (location of the room, time of the expatriate’s arrival)
• In charge of managing the welcoming package for newcomers and visitors (phone, house and office keys, maps…)

2.3. Logistics and administrative management of HI equipment

• Ensure the adequate installation, use, maintenance and condition of equipment
• Ensure the administrative management of equipment (TSE continuous update)
• Follow-up contracts with service providers to ensure continuity of communication services provision (internet, phone)
• Ensure equipment are in line with teams’ needs and anticipate orders when a new equipment or furniture are needed

2.4. Assist in carrying out procurement activities

• Assist with identify suppliers and collect quotations (prices, delivery time and other terms) according to the Logistics manager requests and in compliance with HI standards (quality/price ratio, sustainability of the products) and procedures (supplier stamp, signature…)
• Upon request from the logistics manager, carry out order reception (control if description, quantity, packaging, quality of items received are compliant with the order) and delivery to the applicant (ensure validation of internal delivery note) according to HI procedures.
• Upon request from the logistics manager, carry out the supply of consumables and coffee break supplies in accordance with HI standards and procedures and in liaison with the logistics manager.
• Ensure purchase file proper archiving (hard and soft copies) and follow-up (keep the Purchase monitoring chart up to date)
• Plans all the means necessary for the optimal management of equipment in his/her fields of activity and geographical areas.

Mission 3 : Facilitation of the profession sector

• Contributes to the facilitation of the profession sector in his/her geographical area (community of practice)

Responsibilities may evolve as per programmatic needs and adapting to local circumstances. It is expected that the position holder will perform any other duties as required by the Line Manager that are commensurate with the position.

YOUR PROFILE :

Educational background and experience

• Bachelor’s in facility management, in logistic or equivalent.
• At least 1 year experience working as a facility officer or logistics officer. Experience in the humanitarian sector is an added advantage.

Technical Copetencies

• Knowledge about purchasing and procurement
• Knowledge about stock management
• Knowledge about transport management

Cross-Cutting Skills

• Communication
• Problem-Solving
• Interpersonal skills
• Facilitation skills
• Mentoring and coaching
• Stress management

Computer Skills

• Very good knowledge of MS Office Suite

Language skills

• English: fluent
• Arabic and French are and asset