Facilities Management Assistant

CTG overview

CTG was established in 2006, almost 20 years ago, in Afghanistan. We currently operate in 35 countries and have approximately 11,500 staff members committed to good!

But do you know who we are? And what do we do?

We provide tailored Human Resources and Staffing Solutions that support critical global initiatives across Humanitarian and Development sectors, and are now strategically foraying into new industries, including Construction, Energy, and IT, with a focus on high-risk regions.

Here’s a list of services we offer:
•Staffing solutions and HR management services
•Monitoring and evaluation
•Fleet management and logistics
•Facilities management
•Sustainability and Communications Advisory
•Election monitoring and observation
•IT professional services
•Medical assistance

Visit www.ctg.org to find out more.

Overview of position

- Our clients Engineering and Facilities Management Section (EFMS) is responsible for managing, maintaining and supporting mission premises, accommodation facilities, camps, offices and operational infrastructure across multiple locations. This includes facilities maintenance, space management, accommodation planning, minor engineering works, contractor oversight and infrastructure documentation required to support mission operations.
- To strengthen facilities management services and infrastructure planning capabilities, our client requires a Facilities Management Assistant with expertise in facilities operations, architectural planning, space utilization and technical documentation. The position supports the effective management of mission facilities through maintenance coordination, contractor supervision, architectural surveys, space allocation planning and infrastructure reporting.

Role objectives

The Facilities Management Assistant will coordinate and supervise day-to-day facilities management activities while providing technical and architectural planning support for mission infrastructure and accommodation facilities. The incumbent will:

- Support efficient operation and maintenance of mission facilities and accommodation infrastructure.
- Coordinate facilities management services, maintenance activities and contractor performance.
- Conduct facility assessments, architectural surveys and infrastructure inspections.
- Develop architectural drawings, layouts, as-built documentation and space allocation plans.
- Support workspace optimization, accommodation planning and office reconfiguration initiatives.
- Assist in planning and supervision of maintenance, refurbishment and minor engineering projects.
- Maintain accurate technical documentation, facility records and infrastructure databases.
- Provide technical reporting and analytical support for facilities management decision-making

Expected output:

Facilities Management and Maintenance

- Work orders and service requests monitored, tracked and updated.
- Facilities maintenance and repair activities coordinated and supervised.
- Contractor performance monitored and documented.
- Facility inspections, maintenance plans and condition assessments completed.
- Minor engineering works and maintenance interventions verified prior to acceptance.

Architectural Planning and Space Management

- Architectural surveys, field measurements and facility assessments completed.
- Architectural drawings, floor plans, layouts and as-built documentation prepared and updated.
- Space allocation plans, accommodation studies and office layout proposals developed.
- Workspace optimization and relocation support activities completed.
- Facility planning documentation maintained and updated.

Technical Support and Documentation

- Technical scopes of work, BoQs and cost estimate inputs prepared.
- Architectural and engineering documentation reviewed and maintained.
- Facility databases, digital drawings and infrastructure records updated.
- Technical reports, presentations and project documentation prepared.

Reporting and Monitoring

- Periodic facilities management reports prepared and submitted.
- Space utilization analyses and occupancy reports completed.
- Contractor follow-up records maintained.
- Facilities performance dashboards and project implementation updates prepared.
- Documentation supporting payment certification and work completion maintained.

Project reporting

The Facilities Management Assistant will report to the Facilities Manager, Chief Engineer, EFMS, or designated supervisor. Reporting requirements include:

- Weekly facility inspection reports.
- Maintenance and service request tracking reports.
- Contractor performance monitoring records.
- Space utilization and occupancy reports.
- Architectural survey and assessment reports.
- Project progress reports for maintenance and minor works.
- Technical reports and presentations.
- Facility database and infrastructure records updates.

Reports shall be prepared in accordance with EFMS procedures and mission reporting