Head of Facility and Fleet Management 

Job Description

About GIZ 

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German development agency that provides services in the field of international development cooperation and international education work. GIZ’s main commissioning party is Germany’s Federal Ministry for Economic Cooperation and Development (BMZ).  

As a provider of international cooperation services for sustainable development and international education work, we are dedicated to building a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. GIZ has been working in Sierra Leone since 1963 with now more than 100 national and international personnel working in projects implemented together with our Sierra Leonean  partners funded by the German. Government, the EU, and others.  

housekeeping operations, monitor and assess housekeeping service quality and implement improvements as needed. 

Logistics operations: maintain a network with service providers relevant for your responsibilities, organize customs clearance of goods of GIZ,  

In your role you assume management responsibility for at least six (6) staff members (in bands 1-4), which have to be led according to GIZs leadership principles and rules and regulations in regard to GIZ’s applicable HR policies, instruments and procedures. 

Core Tasks 

Maintenance of the GIZ office building including electricity, IT infrastructure and water  management, optimized space utilization and in close cooperation with the Security Risk  Management Advisor ensure the security and safety of the workspace. 

Fleet Management: management of the drivers and ensure maintenance of GIZs vehicle  fleet, monitor fuel consumption, identify areas of cost reduction, compliance and  performance management of drivers, Information Technology and Information Security  Management: 

Procurement and maintenance of IT hardware, ensure that all computers, servers, networks,  are operating smoothly and securely in close coordination with requirements set by the IT  department in GIZs headquarter, information security management.

Lead and manage housekeeping staff and/ or contractors maintaining high standards  of cleanliness, overseeing cleanliness schedules, processes and protocols to ensure  effective 

Main Activities  

Leadership: 

Management of the staff in the Facility and Fleet Management Department of GIZ including  drivers, housekeeping, IT staff according to the GIZ leadership principles and in accordance  with HR requirements, ensuring performance reviews and personnel development of staff  

Participate in management meetings and liaise with senior management to get feedback on  the facility and fleet management  

Develop and implement facility and fleet management strategies supporting GIZs objectives  and ensuring cost-effective operations. 

Ensure compliance with all laws and regulations in Sierra Leone and GIZs regulatory  framework, including health and safety standards, environmental regulations, and  transportation and facilities laws.  

Collaborate with other departments, such as procurement, Finance, HR other projects to  ensure seamless coordination of logistics activities.  

Facility Management:  

• Inspect facilities to identify maintenance needs and ensure they are addressed  promptly. 
• Coordinate and schedule maintenance and repairs with internal staff or external  contractors. 
• Ensure that the facility complies with health, safety, and environmental regulations.
•  Conduct regular safety inspections in close cooperation with the Security Risk  Manager, including fire drills and emergency procedures. 
• Communicate with vendors and service providers for cleaning, landscaping, security,  and other facility services. 
• Review service quality and address any performance issues. 
• Monitor facility budgets and track expenses related to maintenance, utilities, and  services. 
• Identify cost-saving opportunities while maintaining service quality
•  Manage utility usage (electricity, water, HVAC) and implement strategies for energy  efficiency. 
• Review utility bills and investigate any discrepancies or unusual patterns.
•  Supervise facility maintenance housekeeping teams and contractors, providing  direction and support as needed. 
• Collaborate with other departments to support their facility-related needs

Fleet Management: 

• Schedule and oversee regular maintenance, cleaning and repairs for all vehicles in the  fleet. 

• Inspect vehicles for safety and compliance with regulations. 
• Track vehicle usage, performance, and fuel consumption  
• Analyze data to identify trends, inefficiencies, or issues. 
• Review and manage budgets for fuel, repairs, and maintenance. 
• Monitor expenses and identify areas for cost savings. 
• Ensure all drivers fulfil their Certificate of Professional Competence (Driver CPC)  regulatory requirements. 
• Communicate with drivers about schedules, routes, and vehicle needs.
•  Address driver concerns and resolve any issues that arise. 
• Ensure all vehicles comply with regulations of GIZ and in Sierra Leone.
•  Maintain records related to licensing, inspections, and compliance documents
• .  Evaluate and recommend the purchase of new vehicles based on operational needs.
•  Coordinate the disposal process for vehicles that are no longer needed or are beyond  their useful life. 
• Implement and monitor safety policies in close coordination with Security Risk  Manamgent to minimize accidents and liabilities. 
• Analyze incident reports to determine causes and prevent future occurrences.
•  Communicate with suppliers and service providers regarding vehicle maintenance and  repairs. 
• Negotiate contracts and manage relationships with service vendors. 

Information and Technology Management. 

Lead and manage the IT team, providing guidance, support, and performance evaluations. 

Monitor the performance and security of IT systems, networks, and servers to ensure optimal  operation. 

Oversee the IT unit in country and support to ensure timely resolution of user support  requests and technical issues. 

Implement and enforce IT data and information security policies to protect sensitive data and  information and ensure compliance. 

Oversee the installation, configuration, and maintenance of IT infrastructure, including  servers, networks, and hardware. 

Ensure and monitor the implementation of IT policies from headquarter Evaluate and recommend upgrades to improve system performance and capacity.  

Required qualifications, competences, and experience.  

Qualifications  

▪ BA/BSc in Logistics, supply chain management and/ or business administration and/  or related field  

▪ Master’s degree is an added advantage 

▪ Membership with a relevant professional body where necessary

Professional experience 

▪ At least 7 years of experience in facility and fleet management including IT  operations  

– At least 3 years of experience in a leadership role  

Technical Proficiency 

▪ Facility Management, Logistics,  

Competencies & Values  

We expect that you  

▪ Demonstrate compliance and ethical behaviour in all actions and decisions.

▪ take responsibility for your actions and uphold values and principles of GIZ 

▪ Foster teamwork and work effectively with others to achieve common goals.

▪ Foster open communication and share information willingly. 

▪ Value diverse perspectives and treats others with dignity and consideration.

▪ Create an inclusive environment where everyone feels valued. 

▪ Take ownership of tasks and responsibilities and deliver on commitments

  ▪ Embrace creativity and are open to new ideas and approaches. 

▪ Strive for high standards in work quality and performance. 

▪ Demonstrate flexibility in the face of changing circumstances and priorities.

▪ Are open to feedback and willing to learn and adjust approaches as needed.

▪ Effectively convey information verbally and in writing in English language, with clarity  and confidence. 

▪ French language skills are an asset. 

▪ Analyse situations critically to identify issues and develop effective solutions.

▪ Approach challenges with a positive and solution-oriented mindset.

▪ Prioritize tasks effectively to meet deadlines and manage workload.

▪ Utilize organizational skills to ensure productivity and efficiency. 

▪ Build positive relationships with colleagues, customers, and stakeholders. ▪

IT knowledge and skills in MS Office. 

GIZ is an equal opportunity employer and welcome applications from individuals regardless of gender, disability, race, ethnicity, religion, age, or any other protected characteristic. We  embrace diversity and believe that inclusivity in the workplace is essential to our success, and committed to creating a work environment where all employees are valued and respected. Qualified women are particularly encouraged to apply.  

How to Apply  

Please send ONLY a cover letter, CV and copies of education certificates to recruitmentsl@giz.de by 09.1 2, 2024.No applications will be accepted after this deadline.

Applications will be reviewed when received. Early applications are strongly encouraged, your application e-mail subject, please write: “Head of Facility and Fleet Management”. 

Only shortlisted candidates will be contacted.