Facilities Assistant

Job Description

The Support Staff will play a key role in ensuring a clean, organized, and welcoming office environment. This includes daily office cleaning and dusting, timely preparation and provision of tea and refreshments for staff and guests, and supporting general office upkeep.

1. Office Cleaning and Maintenance: Ensure daily cleaning of the office premises, including dusting, sweeping, mopping, and sanitizing common areas. Maintain cleanliness of washrooms and ensure necessary supplies (soap, tissue, etc.) are available.
2. Tea and Refreshment Services: Prepare and serve tea, coffee, and refreshments for staff and guests as required. Ensure cleanliness of utensils, crockery, and the kitchen area.
3. Office Opening and Closing: Open the office on time in the morning and ensure everything is ready before staff arrival. Properly close and secure the office at the end of the workday, including lights, fans, and locks.
4. Administrative and Logistical Support: Assist in photocopying, scanning, and organizing documents as needed by the staff. Support in setting up meeting rooms (arranging chairs, tables, equipment, and refreshments).
5. Office Supply Management: Keep track of cleaning materials and kitchen supplies and inform the designated person when restocking is needed. Ensure proper storage of office consumables and maintain their cleanliness.
6. Support During Events and Trainings: Assist in arranging logistics for in-house trainings, workshops, or events (setting up materials, serving refreshments, etc.).
7. Visitor Support: Welcome visitors and direct them to the appropriate staff member or meeting room. Offer water or tea to visitors upon arrival.
8. Compliance with Safety and Hygiene Protocols: Follow safety and hygiene protocols at all times, especially in food handling and cleaning tasks. Report any maintenance or safety issues to the admin or supervisor promptly.

• Supervise sweep and mop all office rooms, corridors, and entrances every morning.
• Dust furniture, equipment, windowsills, and fixtures regularly.
• Supervise clean washrooms twice a day and restock toiletries as needed.
• Dispose office waste in designated bins and ensure waste is removed daily.
• Prepare tea/coffee for staff and visitors in the morning and afternoon or as requested.
• Wash cups, glasses, and utensils after every use and maintain kitchen hygiene.
• Refill drinking water dispensers and keep drinking glasses clean and accessible.
• Open the office on time each morning, turn on necessary lights/fans, and prepare the office for the day.
• Close windows, turn off lights, fans, and lock all doors at the end of the workday.
• Set up meeting rooms before internal or external meetings (arrange chairs, tablecloths, flipcharts, etc.).
• Serve refreshments during meetings or workshops as instructed.
• Clean up the meeting room after the session ends.
• Assist staff with photocopying, scanning, and arranging documents as needed.
• Deliver or collect documents and small items within or outside the office when requested.
• Check lights, fans, washroom plumbing, and office equipment regularly and report any issues to the Admin and Logs Assistant.
• Inform the Admin and Logs Assistant when cleaning materials or kitchen supplies are running low.
• Greet visitors politely and inform the staff concerned of their arrival.
• Offer water or tea to visitors in a timely and courteous manner.
• Ensure all office spaces, including the entrance and waiting areas, remain neat and presentable at all times.
• Assist in arranging and shifting furniture or supplies when needed.
• Perform any other tasks assigned by the Admin and Logs Assistant to support smooth office operations.

• Promote and model a safe, respectful working environment.
• Preventing harm and abuse from our people, operations, and programs to anyone that encounters our work.
• Report all safeguarding incidents they see, hear, hear about or suspect, using our internal reporting mechanism.
• Complying with all safeguarding framework policies and practices.
• Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.
• Reducing the risk of harm and abuse in the field.
• Involving communities in the design of programs and complaint response mechanisms, be responsible for implementation and review.
• Attending specialist field training on safeguarding as required.
• Maintaining maps of support services for survivors.
• Receiving and responding to complainants/survivors and ensuring that no further harm is done, following a survivor-centred approach, using the principles of psychological first aid, and signposting to relevant local services as needed.
• Reporting all safeguarding incidents, they become aware of.

• Minimum middle level school education. Matriculation will be preferred.
• At least 1–2 years of experience in a similar support or office assistant role, preferably with an NGO, private office, or public sector organization.
• Basic understanding of hygiene, cleanliness, and workplace safety.
• The ability to prepare tea/coffee and manage refreshments in a clean and respectful manner.
• Familiarity with office equipment like photocopiers and water dispensers (preferred).
• Trustworthy, punctual, and able to maintain confidentiality.
• Good interpersonal and communication skills.
• Respectful and courteous toward staff and visitors.
• Willing to take the initiative and support team needs when required.
• Demonstrates a responsible attitude toward assigned duties.