management and administration? We have an exciting opportunity for you!

Water Access Rwanda is looking for a Premise Officer to oversee office maintenance, security, event planning, and asset management. This role is crucial in ensuring a safe, professional, and well-managed workplace.
About the Role

The premises officer is entrusted with the responsibility of caring for company premises. This individual is responsible for premise maintenance, interior design, seating maps, office assets, office supplies, cleaning, guest protocols, hospitality and security at all sites where the company conducts business but specifically its main office, workshops and temporary field sites. He/she deploys all necessary resources and contracts suppliers as needed to guarantee a convenient, stress-free premise environment conducive to the productive and quality work needed from staff and other occupants.

Key Result Areas

1. Hospitable environment: maintains and manages the office, warehouses, workshops and temporary work sites, to guarantee a conducive environment for staff and guests. Sets up safety and hygiene standards and procedures for cleaning service providers and workers and ensures adherence to these standards.
2. Event planning and organization: Responsible for event planning and organization including regular and scheduled team meetings and meetings with external parties.
3. Security: establish and uphold security protocols of premises to ensure a safe environment. Manages any security incidents, documenting and reporting appropriately.
4. Secretarial: Handles (a) reception desk and intercepts physical mail at company premises or the company’s PoBox, documents and redirects appropriately.
5. Asset Assignments: Assigns, retrieves and tracks assigned office assets including those movable or immovables.

Responsibilities

1. Serves as the primary contact for office maintenance needs, mailing, shipping, supplies, equipment, utility bills, and errands.
2. Ensures the implementation of robust administrative policies, procedures, practices, standards, and tools that align with industry best practices and are reviewed regularly.
3. Ensure availability of office supplies.
4. Monitors and maintains the reception area to ensure it reflects a professional business image.
5. Oversee visitor access and issues passes as required.
6. Receives company physical mail and notices.
7. Coordinates and manages all arrangements for international travel and hosting of guests on behalf of the company.
8. Works with IT officer and other departments to coordinate usage and care of all office Equipment.
9. Works in collaboration with Human Resources to ensure a conducive working environment for all staff members.
10. Manage employee shared spaces such as meeting rooms and kitchens.
11. Provides management-level reports and alerts management of incidents.
12. Sets timing and plans the logistics and execution of company events such as the annual retreat, board meetings and special retreats.
13. Plans for company meetings and coordinates presentations as needed.
14. Keeps a calendar of room bookings and tends to be meeting asset requests
15. Ensures that required notices on service and interruption of services are communicated across all communication channels.
16. Supervises security company /security guards, ensuring that they perform their duties as expected.
17. Operates monitoring equipment and security cameras.
18. Keeps diligent records to document all security-related instances that occur at the place of employment.
19. Ensure that all office assets are well-maintained and in good working condition.
20. Coordinates with vendors for repair and maintenance services as needed.
21. Keeps a record of all office assets, including who they are assigned to, their condition, and their location.
22. Retrieves office assets from employees who no longer need them or are leaving the organization.
23. Identifies the need for new assets and coordinates with a procurement team for their purchase.

Qualifications Required

Education & Certification: Degree in Facility Management, Management, Business Administration, or other related fields with at least 2 years relevant working experience in Facility management or administrative role in a busy working environment.

Technical Expertise: Knowledge of building systems, maintenance, safety regulations, and energy efficiency.

Leadership & Reporting: Exhibit ability to handle complex and multiple problems simultaneously and Ability to produce exceptional reporting

Communication Skills: Strong verbal, written, and negotiation abilities.

Strategic Thinking: Planning, risk management, space optimization, and project execution.

Adaptability & Innovation: Embraces technology, industry trends, and cost-saving strategies.

Why Join Us?

? Work in a dynamic and fast-paced environment
? Play a key role in facility and security management
? Gain hands-on experience in event planning and logistics
? Collaborate with a team passionate about making a difference in providing safe water

If you have a degree in Facility Management, Business Administration, with at least 2 years of relevant experience, we encourage you to apply today!
? How to Apply: Send your CV and cover letter using our career site

Don't miss this chance to be part of Water Warriors which value Integrity, Flexibility, Advocacy, Training and Haste.