Facilities Management Officer

About World Vision

World Vision is a Christian humanitarian organization dedicated to improving the lives of vulnerable children, families, and communities worldwide by tackling poverty and its root causes through development, advocacy, and emergency relief efforts.

About the Role

We are looking to hire a Facilities Management Officer to ensure the cleanliness, maintenance, and efficient operation of office premises, manage vendor relationships, oversee utilities and equipment, handle goods receipt and dispatch, manage correspondence and records, and provide general office administration support for World Vision Tanzania.

Responsibilities

• Ensure the office premises (internal and external) are clean, orderly, and well-maintained at all times.

• Supervise and coordinate cleaning service providers to deliver services as per agreed standards.

• Ensure washrooms, workspaces, meeting rooms, and common areas are consistently maintained.

• Oversee cleaning and upkeep of the external environment, including gardens, landscaping, parking areas and walkways.

• Report and follow up on maintenance issues (repairs, faults, damages).

• Act as the focal point for facility-related service providers (cleaning, gardening, maintenance, utilities).

• Monitor vendor performance against agreed service levels and contracts.

• Support contract management processes, including renewals and performance evaluations.

• Ensure service delivery aligns with organizational standards and policies.

• Monitor and manage utility services, including; Electricity, Water, Generator operations, etc.

• Ensure generator servicing schedules, fuel management, and functionality.

• Track utility usage and report irregularities.

• Proactively liaise with utility providers to resolve outages or issues.

• Receive, inspect, and record incoming goods at the office.

• Coordinate dispatch of goods and materials as required.

• Manage and maintain a proper log of deliveries and dispatch records.

• Ensure proper handling of documentation related to goods movement.

• Manage incoming and outgoing letters and parcels.

• Maintain a proper registry/log for all correspondence.

• Ensure safe handling, filing, and archiving of relevant documentation.

• Serve as a point of contact for facility-related queries.

• Coordinate with internal departments and external stakeholders on facility matters.

• Provide timely updates and support on facility-related issues.

• Ensure all facility management activities comply with organizational policies.

• Prepare periodic reports on: Facility status, Vendor performance, Utilities usage.

• Support budget tracking for facility-related expenses.

• Support field offices in implementing facilities management standards.

• Maintain office supplies required for facility operations.

• Support meeting logistics (room setup, coordination, hospitality).

• Assist with office organization and general administrative functions.

• Support onboarding by preparing workspace and facilities for new staff.

• Support WVT field offices in ensuring WVT facilities maintain a reasonable corporate image.

Requirements

• Minimum 1 year of experience in administration, facilities management, or office operations.

• Experience in managing service providers and office facilities is highly preferred.

• Bachelor’s degree in Business Administration, Facilities Management, Logistics / Procurement / Supply Chain, Public Administration or related field.

• Strong organizational and coordination skills.

• Ability to manage multiple vendors and tasks simultaneously.

• Good understanding of facility and office operations.

• Basic knowledge of utilities and generator management.

• Strong attention to detail.

• Good communication skills (English & Kiswahili).

• Computer literacy (MS Office: Word, Excel, Outlook).