Office Caretaker-Nairobi At Agency for Technical Cooperation and Development

Position: Office Caretaker

Department: Administration/HR

Direct Hierarchy: Administration/HR Manager

Contract duration: Fixed Term

Location: Nairobi

Start Date: 01 December 2024

Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for a professionally confident, self-motivated, experienced and committed team player to fill the Office Caretaker position in it’s Nairobi Office.

Position Profile:

Under the supervision of the Admin & Security Focal persons, you will be responsible ensuring the cleanliness, security, and proper maintenance of Acted’s office premises as well as managing the secure opening and closing of the office premises. You will ensures that all doors, windows, and entry points are properly secured at the end of each workday and that the office is safely accessible at the start of business hours. You will work closely with the Admin/Logistics and Security teams to maintain a secure environment for staff and visitors and promptly addresses any access or security concerns.

Duties and Responsibilities

Office Access/Security

• Working closely with Acted Security Team and contracted security provider to maintain a secure environment for staff and visitors and promptly addresses any access or security concerns.
• Arrive promptly as per the agreed arrival time to unlock doors, windows, and other access points as needed.
• Inspect office spaces upon opening to ensure safety and readiness for daily operations, addressing or reporting any maintenance or security concerns.
• Perform a thorough check of all doors, windows, and accessible entry points to ensure they are properly locked and secure at the end of each workday.
• Verify that no staff or visitors remain within the office premises before securing the building.
• Turn off unnecessary lighting
• Ensure the secure closing of all doors, and windows after working hours and monitor access points to maintain security.
• Maintain a checklist of security protocols for office opening and closing procedures to ensure consistent adherence.
• Report any security issues or irregularities encountered, such as malfunctioning locks, unauthorized access, or safety hazards, to the Admin Manager or Security team.
• Coordinate with Security team for periodic maintenance of locks, access systems, and related equipment

General Office Support

• Assist with the organization of office meetings and events including those that require early or extended acess, setting up furniture, arranging equipment, ensuring outdoor and indoor spaces are prepared for gatherings and ensuring cleanliness before and after.

Minor Repairs & Maintenance

• Carry out minor repairs, such as fixing leaky faucets, replacing light bulbs, and securing loose fixtures.
• Assist with the setup of office furniture, minor relocations, and general office layout adjustments as directed.

Office Maintenance & Cleaning

• Regularly clean and sanitize office spaces, including workstations, meeting rooms, kitchens, bathrooms, windows and other common areas.
• Dust, mop, and polish surfaces as necessary to maintain a tidy and organized environment.
• Empty trash bins, replace liners, and ensure waste is disposed of properly.

Compound Upkeep & Gardening

• Maintain the compound by regularly mowing the lawn, trimming hedges, and tending to plants and flower beds.
• Water, fertilize, and care for plants, trees, and other landscaping elements.
• Clear pathways, parking areas, and walkways of any debris or litter to ensure safety and cleanliness.
• Sweep and wash outdoor spaces as needed, especially after adverse weather conditions.
• Prune shrubs when necessary and apply pest control treatments, if required.

Health & Safety Compliance

• Follow all health and safety guidelines when handling cleaning products and using equipment.
• Ensure walkways are clear of obstructions, and notify the Admin and or Security Manager of any unsafe conditions.
• Assist in ensuring the office and compound meet safety and sanitation standards.

Protection mainstreaming

• Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, Acted staff, partner agencies, casual labours etc).
• Perform any other duties as assigned by management that support the smooth running of the office and compound.

Key Performance Indicators

• 100% completion of opening and closing checklist each day, ensuring all doors, windows, and entry points are properly locked and secured.
• Zero incidents of security breaches or unauthorized access due to procedural lapses.
• Monthly reporting on any maintenance issues related to locks, alarms, or access systems, with follow-up action taken within 48 hours of identification.
• Frequency of Cleaning Tasks Completed On Time: Percentage of daily, weekly, and monthly cleaning tasks completed within schedule (target: 95%+).
• Percentage of preventive maintenance tasks (like checking lighting, water systems, etc.) completed on schedule (target: 100%).
• Grounds Condition Rating: Regular inspection score for grounds upkeep, including garden areas, pathways, and compound cleanliness (target: 90%+).
• Timely reporting and mitigation of identified hazards (target: within 24 hours of identification).
• Response Time to staff/Visitor Requests: Average time taken to respond to staff or visitor requests within the scope of caretaker responsibilities (target: within 10 minutes for urgent needs).
• Satisfaction Feedback: Positive feedback percentage from staff or visitors on cleanliness, professionalism, and assistance (target: 90%+).
• Event/Meeting Support: Successful setup of meeting or event spaces as needed, including timeliness and completeness (target: 100% for each event).

Qualifications and Skills

• A High School Certificate and at least a professional certificate in vocational courses such electrical, plumbing or an equivalent
• Prior experience as a caretaker, grounds keeper, facilities management, or security roles is preferred.
• Previous experience in a caretaker, groundskeeper, or similar role is preferred.
• Knowledge of security standards in an office set up is required
• Understanding effective cleaning techniques, appropriate use of cleaning agents, gardening and maintenance best practices is essential.
• Practical knowledge of basic repair tasks e.g. fixing light fixtures, plumbing, handling garden equipment
• Health & safety training and first-aid skills certification will be an advantage
• Basic communication skills will be valuable for interacting with office staff, receiving instructions, and coordinating with supervisors or maintenance teams.
• Ability to perform physically demanding work outdoors
• Meticulous and thorough in maintaining cleanliness and organization.
• Dependable, punctual, and honest, with a strong sense of responsibility.

Working Conditions

• Mostly outdoors, with some time spent inside the office performing cleaning tasks.
• Working hours may vary depending on office requirements, with occasional overtime for events or during peak periods.
• Flexible to work early morning and late evening hours to accommodate the opening and closing schedule.