Facilities Administration Officer

ORGANIZATIONAL PROFILE:

Partners in Health (PIH) is a non-profit organization based in Boston, Massachusetts, USA, whose mission is to provide a preferential option for the poor in health care. Through service delivery, training, advocacy and research, PIH works globally to bring the benefits of modern science to those most in need and to serve as an antidote to despair. PIH has programs in Haiti, Peru, Mexico, Russia, Rwanda, Lesotho, Malawi, Sierra Leone, Liberia, Kazakhstan and Boston.

PIH began working in Malawi in 2007, where today we support the Ministry of Health (MOH) to serve a catchment area of 165,000 through 12 health centers and two hospitals in partnership with our sister organizations. Abwenzi Pa Za Umoyo (APZU) has its headquarters in Neno District with operations across the country.

We therefore seek to recruit suitably qualified and experienced candidates for the following position:

Post: FACILITIES ADMINISTRATION OFFICER
Reports to: Biomedical Engineer
Commitment: Full Time (Monday-Friday)
Working Hours: Regular Office Hours (40Hrs/Week)
Location: Neno District

Post Summary

We are seeking a highly organized and detail-oriented professional who can support our department’s needs ranging from general administration, managing the team’s Computerized Maintenance Management System (CMMS) work, and document control to supporting procurement logistics. The Facilities Administration Officer will assist the Infrastructure Department in coordinating priority tasks and process improvements. The Officer is responsible for organizing biomedical and facilities maintenance requests, dispatching workers and tradesmen as  needed, and assisting in the management of all documentation, paperwork, work orders, and CMMS work.

Responsibilities and Duties:

• Lead the daily implementation of (CMMS) for facilities maintenance activities, working closely with the facility manager and lead technicians.
• Create work orders, assign work orders, create and update preventative maintenance schedules according to
  equipment manufacturer recommendations.
• Support the Facilities Manager in prioritizing and scheduling the work of Facilities Maintenance team.
• Liaise with the hospital staff, for facilities maintenance needs, field work requests, and communicate updates; establish or improve processes for receiving facilities maintenance requests.
• Serve as a CMMS super-user, conduct trainings for facilities staff, make workflow changes, and create customized dashboards.
• Support the development and use of analytics gathered from the system, including identifying areas of risk and improvement and working with the department to implement solutions.
• Manage internal parts inventory reports and replenishment requests.
• Manage check out/check in of facilities tools in accordance with the PIH tool policy.
• Manage and organize all project related documents, including drawings, reports, equipment manuals and specifications on the Microsoft Teams/SharePoint platform.
• Ensure all documents are accurate, up -to date and in compliance with policies and standards.
• Implement and maintain document control procedures including numbering, filing and retrieval systems.
• Support the Supply Chain team with PIH’s inventory management system, OpenBoxes.
• Develop and maintain list of essential parts to be stocked and work with the Supply Chain team to prevent stock outs.
• Assist Biomed Engineer in maintaining accurate records of procurement activities, including submitting procurement requests, providing timely feedback to procurement team, tracking progress of procurement requests and ensuring timely delivery for urgent requests.
• Participate in regular calls to review progress and challenges with the CMMS and other issues.

Qualification and Experience

• Bachelor’s Degree in Facilities Management or Business Administration or related field preferred
• Two (2) years of experience in office/general administration, document control and/or procurement, logistics, including managing data sets or data quality.
• Proficient use of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Power BI, Teams, etc.).
• Experience using a Computerized Maintenance
  Management System.
• Experience working in a technically focused organization e.g. healthcare, facilities maintenance, manufacturing, mining, etc.
• Process implementation and/or software implementation experience preferred.

Personal Attributes

• Detail oriented
• Excellent communication and interpersonal skills with a service-oriented mindset.
• Analytical skills
• Proficient in written and oral English language
• Exemplary interpersonal skills; ability to collaborate effectively with culturally diverse teams across departments and countries.
• Proficiency in Microsoft Office
• We seek a professional who is organized and proactive.

Benefits & Remuneration

An attractive remuneration package will be offered to the successful candidates commensurate with experience and qualifications.

Qualified and interested persons should apply strictly to the email address below, enclosing their cover letter; copies of relevant certificates and curriculum vitae indicating three names of traceable referees with valid telephone numbers and email addresses not later than Friday, 25th October, 2024. Only shortlisted candidates will be contacted for interviews.

Email: apzuhr@pih.org with the title of the position indicated on the subject of the email addressing;

The Director of Human Resources and Administration
Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU)
P.O. Box 56
NENO

NB: Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is is an equal opportunities employer, so, all qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, tribe, disability status, or any other characteristic protected by law. We strive to provide an inclusive and supportive working environment.

Partners In Health/Abwenzi Pa Za Umoyo (PIH/APZU) is committed to safeguarding staff, children and communities with whom we work with. We are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and are protected from sexual exploitation, abuse and sexual harassment. Therefore, any offer of employment is conditional upon the successful completion of applicable background checks.

The Organisation does not charge any fees at any stage of the recruitment process. If you are asked to make a payment at any stage of the recruitment process, please contact vgondwe@pih.org and speakup@pih.org.