FACILITY SUPPORT OFFICER (FSO)

Job Description

The role
The Facility Support Officer (FSO) is to assist the Procurement and Facility Services Unit Manager (PFSUM) to ensure that all facility services across Prospera (logistic and administration support) are functioning and maintained in a professional and timely manner.

The candidate will:
1. Facility Services

• Act as central support/help desk for office Prospera POs/ASOs in relation to building and equipment maintenance and checking/overseeing restocking of supplies and consumables liaising with ASO/PO’s to ensure items supplied in time;
• Act as central support/help desk for office Prospera POs/ASOs in relation to building and equipment maintenance and checking/overseeing restocking of supplies and consumables liaising with ASO/PO’s to ensure items supplied in time;
• Liaise with building management and coordinate with corporate (as necessary) to ensure regular emergency drills, safety and security checks are undertaken;
• Check to ensure all air-conditioning units are on a quarterly maintenance regime and are fully operational and clean at all times;
• Undertake quarterly checks of air filters (ensure these are operational and regularly maintained) at each office site;
• Manage and oversee a steam cleaning service for any offices with carpets (quarterly)
• Under close supervision from PFSUM, manage, coordinate and track all services and utilities contracts on behalf of Prospera. This role requires professional and courteous liaison with team members, suppliers and counterparts.
• Ensure toner and printer cartridges are available for all photocopiers across Prospera (back-ups in stock) and that each photocopy machine follows a regular maintenance and service program;
• Coordinate drivers to ensure vehicles are regularly serviced and inspected for cleanliness, have correct safety information available in each vehicle (English and Bahasa), all safety features are working correctly and drivers strictly adhere to regular servicing and maintenance requirements, ensure drivers are briefed on security matters relating to transporting staff around Jakarta, including traffic updates;
• Conduct routine monthly site inspections to ensure that office conditions and cleanliness, stationary stock levels, kitchen stock levels and equipment condition are all in functioning order (coordinating with ASO/POs) and are all kept to high standard of operational efficiency;
• Work proactively within Prospera to promote, support and adhere to a strong workplace health and safety culture, and ensure associated policies and procedures are communicated across the team.
• Act as coordinator for Floor Wardens and First Aid officers at MST office. This includes liaising with building management on emergency matters and also ensuring that all team members understand building evacuation pathways and what to do in an emergency (such as earthquake or fire)
• Respond to minor repair and maintenance issues within all Prospera office locations, or escalate to PFSUM through the appropriate process for more serious issues, particularly when it relates to safety and security
• Provide out of hours desk support to drivers and staff to enable timely response to support any out of hours office logistics needs;
• Log all occurrences, tasks and requests in an appropriate recording mechanism, with provision for status, progress and completion
• Coordinate response to out of hour incidents such as Fire Alarms, Intruders, Anti-Social Behaviour, First Aid etc.
• Undertake other reasonable duties as required.

2. Procurement Function

A. Assist the PFSUM in undertaking procurement activities, including:

• Preparing relevant procurement forms and documentation as required.
• Coordinate meetings and interview sessions related to procurement activities.
• Prepare notification letters for successful and unsuccessful bidders.
• Sourcing vendors in undertaking the purchase of assets and office supplies/services and ensure procurement activities are in line with the Prospera Operations Manual.

B. Provide regular updates on the status of procurement activities across Prospera. This includes ensuring relevant information about procurement is updated in the Prospera Information System.

C. Under supervision of the PFSUM, and in coordination with the Finance and IT department, maintain and update the list of all Prospera Assets and Inventories at MST and EA offices.

D. Support the PFSUM with assigned general administrative tasks.

Please copy paste this link to access the Terms of Reference detailing responsibilities and selection criteria: https://www.cardno.com/media/4418/mw-tor-facility-support-office-final-may-2019.pdf

About you (Selection Criteria)
You will be a motivated and proactive team member with the right combination of talent, energy and a commitment to technical excellence. The Selection Criteria includes:

• At least five years of experience in a similar role – building/office maintenance and in procurement activities, including sourcing suppliers and implementing purchasing decisions in accordance with procurement guidelines;
• Experience of delivering excellent customer service, preferably within the services industry;
• Experience of positively engaging with people from a wide range of backgrounds, cultures and nationalities;
• Experience of managing difficult situations, working in tight timeline and competing priorities;
• Be qualified with up to date first aid certification;
• Experience of prioritising tasks and resources in a timely manner;
• Computing proficiency with competency in the use of Microsoft products (Excel, Word, PowerPoint, etc.);
• Good written communication skills in English (both written and oral); and
• Proven ability to write a concise report in Bahasa Indonesia (and some limited reporting in English).
• Demonstrated ability to maintain confidential contract information and applying a zero tolerance to fraud.

About the program
Prospera is a partnership facility between the Government of Australia (through the Department of Foreign Affairs and Trade) and the Government of Indonesia. It aims to foster strong, sustainable and inclusive economic growth in Indonesia. Commencing from 1 March 2018, Prospera is a planned five-year investment that draws together the former Government Partnership Fund (GPF) and Australia Indonesia Partnership for Economic Governance (AIPEG). Prospera will be responsive to the needs of a wide range of agencies in the Indonesian government, covering six engagement areas:
(i) Markets – improving product and factor market efficiency;
(ii) Finance – delivering financial stability and development;
(iii) Spending – improving the quality, delivery efficiency, and access to public services;(iv) Revenue – mobilising revenues without unduly impeding private activity;
(v) Public Sector Reform – strengthening economic institutions; and
(vi) Economics & Inclusion – providing analysis to boost the evidence for economic policy.

Remuneration
The remuneration will be set according to Prospera’s Remuneration Framework and within Discipline Group A, Job Level 2. The remuneration level at which the Facility Support Officer (FSO) is engaged will be based on the successful candidate’s relevant skills and experience.

How to apply
We welcome your interest in joining the Prospera team. Apply by sending your resume and covering letter (which will include a response to the selection criteria (max 3 pages)), with the reference number #025 Facility Support Officer (FSO) to recruitment@prospera.or.id. Applications must be received by 5pm (Jakarta time) on Friday, 21 June 2019. Applications not containing a response to the selection criteria may not be considered.

About Cardno
We are a global provider of integrated professional services which enrich the physical and social environment for the communities in which we live and work. Our team of multidisciplinary specialists has more than 70 years’ experience in designing, developing and delivering sustainable projects and community advancement programs.

Notice to recruitment agencies: Please note that Cardno does not accept unsolicited resumes from recruiters or recruitment agencies.

About the Organization

About Cardno

We are a global provider of integrated professional services which enrich the physical and social environment for the communities in which we live and work. Our team of multidisciplinary specialists has more than 70 years’ experience in designing, developing and delivering sustainable projects and community advancement programs.

Notice to recruitment agencies:

Please note that Cardno does not accept unsolicited resumes from recruiters or recruitment agencies.