Website World Vision
World Vision
Facilities Administration Officer
Organization Overview
With 75 years of experience, the organization is dedicated to helping the world’s most vulnerable children overcome poverty and experience fullness of life. Inspired by the Christian faith, it serves children of all backgrounds, even in the most difficult places.
The organization employs 31,000+ staff across nearly 100 countries, working together to transform the lives of vulnerable children.
Employment Details
- Contract Type: Local – Fixed Term Employee (Fixed Term)
- Applicant Type: Local Applicants Only
Job Purpose
The Facilities Administration Officer is responsible for ensuring efficient office facilities management, maintaining a clean, safe, and professional working environment, coordinating service providers, supporting office administration, and ensuring smooth day-to-day facility operations in compliance with organizational policies and standards.
Major Responsibilities
1. Facility Cleanliness & Maintenance (25%)
The successful candidate will:
- Ensure office premises (internal and external) are clean, orderly, and well maintained at all times.
- Supervise and coordinate cleaning service providers to ensure services meet agreed standards.
- Ensure the cleanliness of:
- Washrooms
- Offices and workspaces
- Meeting rooms
- Common areas
- Oversee maintenance of external office areas, including:
- Gardens and landscaping
- Parking areas
- Walkways
- Report and follow up on maintenance issues, repairs, faults, and damages.
Expected Results
- A clean, professional, safe, and welcoming working environment for staff and visitors.
2. Vendor & Contract Coordination (15%)
The Facilities Administration Officer will:
- Act as the focal point for facility-related service providers, including:
- Cleaning services
- Gardening services
- Maintenance contractors
- Utility providers
- Monitor vendor performance against agreed service levels.
- Support contract management activities, including:
- Contract renewals
- Performance evaluations
- Ensure service delivery complies with organizational policies and standards.
Expected Results
- Reliable, high-quality service delivery and strong vendor accountability.
3. Utilities & Equipment Management (15%)
Responsibilities include:
- Monitor and manage utility services, including:
- Electricity
- Water
- Generator operations
- Ensure timely generator servicing and fuel management.
- Monitor utility consumption and report irregularities.
- Liaise with utility providers to resolve outages and service disruptions.
Expected Results
- Continuous availability of utilities with minimal interruptions.
4. Goods Receipt, Dispatch & Documentation (10%)
The successful candidate will:
- Receive, inspect, and record incoming goods.
- Coordinate dispatch of office goods and materials.
- Maintain accurate delivery and dispatch records.
- Ensure all goods movement documentation is properly handled and maintained.
Expected Results
- Accurate and timely handling of incoming and outgoing goods with complete documentation.
5. Correspondence & Records Management (10%)
Responsibilities include:
- Manage incoming and outgoing letters and parcels.
- Maintain an accurate correspondence register.
- Ensure proper filing, archiving, and safe custody of records and documentation.
Expected Results
- Efficient management of correspondence and organizational records.
6. Coordination & Stakeholder Support (5%)
The Facilities Administration Officer will:
- Serve as the focal point for facility-related inquiries.
- Coordinate facility matters with internal departments and external stakeholders.
- Provide timely updates on facility issues.
Expected Results
- Effective communication and coordination among all stakeholders.
7. Compliance, Reporting & Operational Support (5%)
The role also includes:
- Ensuring all facilities management activities comply with organizational policies.
- Preparing periodic reports covering:
- Facility status
- Vendor performance
- Utility usage
- Supporting budget tracking for facility-related expenses.
- Supporting field offices in implementing facilities management standards.
Expected Results
- Compliance with organizational policies and effective monitoring of facility operations.
8. Office Administration Support (15%)
The successful candidate will:
- Maintain office supplies required for facility operations.
- Support meeting logistics, including:
- Room setup
- Meeting coordination
- Hospitality arrangements
- Assist with general office administration.
- Prepare workspaces and facilities for newly recruited staff during onboarding.
- Support World Vision Tanzania (WVT) field offices in maintaining a professional corporate image.
Expected Results
- Efficient day-to-day office operations that promote staff productivity and comfort.
Required Qualifications
Education
Bachelor’s degree in one of the following fields:
- Business Administration
- Facilities Management
- Logistics
- Procurement
- Supply Chain Management
- Public Administration
- Or another related discipline
Professional Experience
- Minimum one (1) year of experience in:
- Administration
- Facilities management
- Office operations
- Experience managing service providers and office facilities is highly preferred.
Required Knowledge & Competencies
Applicants should possess:
- Strong organizational and coordination skills.
- Ability to manage multiple vendors and responsibilities simultaneously.
- Good understanding of office and facilities management.
- Basic knowledge of:
- Utility management
- Generator operations
- Excellent attention to detail.
- Good communication skills in:
- English
- Kiswahili
- Computer proficiency in:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Important Information
World Vision is a Christian humanitarian organization committed to serving the world’s most vulnerable children in accordance with Christian values.
The successful candidate is expected to:
- Affirm the organization’s core values and guiding documents.
- Maintain high standards of professional ethics.
- Demonstrate conduct consistent with Christian principles.
- Respect cultural diversity and sensitivities.
- Participate regularly in:
- Team devotions
- Chapel services
- Prayer gatherings
in accordance with World Vision policies.
Recruitment Disclaimer
World Vision does not charge any fees at any stage of its recruitment process, including:
- Application
- Shortlisting
- Interviews
- Background checks
- Medical examinations
Applicants are advised to remain vigilant against recruitment fraud. Any suspected fraudulent recruitment activity can be reported through World Vision’s Ethics Reporting platform or via careers@wvi.org.
Application Eligibility
Applicants Accepted: Local Applicants Only
How to Apply:
To submit your application, please follow the link provided below.
To apply for this job please visit worldvision.wd1.myworkdayjobs.com.