Junior Admin Assistant

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing, and implementing agreed strategies for addressing countrywide food, agriculture, and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programs, and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The Junior Admin Assistant (Guest House Management and Facility Maintenance) will report to the Administrative Specialist. The incumbent will coordinate and work closely with the relevant FAOYE administration, finance, logistics and asset management staff.

Technical Focus

The Junior Admin Assistant (Guesthouse Management and Facility Maintenance) will be responsible for ensuring the smooth operation, cleanliness, security, and maintenance of the organization’s guesthouses, Office and warehouse.  This role is critical in providing an inducive work environment in the FAOYE Sanaa Office, a comfortable and safe living environment for residents and visitors, and proper storage condition while ensuring efficient operation, cost-effective management and adherence to organizational policies.

Tasks and responsibilities

To facilitate the implementation and supervision of project activities, which include:

•     Guest House Management Responsibilities:
•     Oversee daily guesthouse operations to ensure cleanliness, organization, and readiness for occupancy.
•     Supervise housekeeping staff to maintain high standards of hygiene and cleanliness in all areas of the guesthouse.
•     Manage room bookings, guest check-ins, and check-outs efficiently, ensuring a smooth process for residents and visitors.
•     Monitor and maintain adequate stock of guesthouse and Office supplies, including cleaning materials, toiletries, kitchen essentials, and other consumables; and ensure timely procurement and restocking of essential items.
•     Implement and enforce safety and security protocols for the Office and guesthouse, including fire safety measures and emergency response procedures.
•     Act as the primary point of contact for any guest-related inquiries or concerns.

Facility Maintenance Responsibilities

•     Conduct regular inspections of the guesthouse and office premises to identify maintenance needs.
•     Address issues related to electrical, plumbing, and general infrastructure promptly to prevent disruptions.
•     Develop and implement a preventive maintenance schedule for equipment, fixtures, and systems to minimize breakdowns and maintain functionality.
•     Proactively monitor and maintain the condition of facilities to ensure long-term usability.
•     Address maintenance needs for office/GH/warehouse equipment, furniture, and fixtures and ensure their environment remains clean, organized, and operational
•     Perform basic repairs and maintenance tasks, such as fixing plumbing leaks, replacing electrical components, and repairing furniture; and coordinate with external contractors or technicians for specialized repairs or installations as required.
•     Maintain an up-to-date inventory of tools, equipment, and spare parts needed for maintenance tasks.
•     Ensure tools and equipment are in good working order and promptly report any need for replacements and ensure all maintenance activities comply with safety standards and organizational policies.
•     Support the facility setup and adjustments when necessary.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements  
 
•     Technical diploma or high school diploma in Mechanical or Electric Engineering or relevant field.
•     Two years of relevant experience in administration, maintenance and facility management related roles.
•     Working knowledge of English.
•     National of Yemen.

FAO Core Competencies

•     Results Focus
•     Teamwork
•     Communication
•     Building Effective Relationships
•     Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•     Ability to plan, organize, implement, and report.
•     Demonstrated ability to work under difficult conditions and a high degree of pressure.
•     Capacity to take initiative and suggest modifications in the process.
•     Ability to build effective working relationships with national and international colleagues, with different cultural and technical background.
•     Strong interpersonal skills to interact with guests and staff professionally.
•     Attention to detail and commitment to maintaining high standards.
•     Ability to multitask and prioritize tasks effectively.
•     Proactive approach to maintenance and issue resolution.
 

ADDITIONAL INFORMATION