Health Facility Support Officer

Purpose of the Role

The Health Facility Support Officer is responsible for the Operational needs in the Primary Health Care Center within the IRC Camp under the supervision of the Clinical Supervisor. The Officer will be in charge of overall operational activities in PHCC facilities. The Officer will closely work with the PHCC Health team and operations team within Cox’s Bazar area.

Major Responsibilities

General Services/Facilities Management Activities:

• Ensure Logistics Management including storage of goods, equipment maintenance and shipment of materials, maintain records and waybills of all incoming and outgoing materials.
• Ensure proper operational support in response to the Program request and their priorities.
• Ensure keep clean all facilities inside and outside by cleaner. Provide proper training and guidance to cleaner for better cleaning consulting by Clinic supervisor.
• Check and ensure the maintenance of IRC premises and facilities, as well as the general water supply, electrical, walls, ceilings and other utilities.
• Checks and ensure the quality of the work carried out on generators and electrical installations and maintenance.
• Be the requester for all office premises and health facilities maintenance.
• Ensure all lock and keys are functional with proper key tagging of the office premises and health facilities.
• Maintenance of office/houses doors, locks, windows, secured stock, security of equipment and systems etc. refill of First aid kits, Fire extinguishers, Oxygen Cylinder etc.
• Manage all cleaning staffs, outsource service provider staffs (cleaner, technician and any casual volunteer/ labor).
• Overseeing renovation work if any to the premises / facilities.
• Manage and plan the shipment of goods between the projects site and Ukhiya / Teknaf offices.
• Prepare Internal Delivery Note / Waybill / packing list etc.

Supply Chain Management Activities:

• Liaise with IRC Procurement and operation unit for the follow up of the procurement of materials and the delivery to the PHCC in a timely manner.
• Process advance and payment requests and initiative corrective action when necessary.
• Arrange PHCC internal meeting and workshop and also external ones as per instruction of line manager.
• Responsible for furniture and equipment (non-IT) inventory list.

Stock Management Activities:

• Manage office store, stationery and consumables with keep accurate record of supply incoming and dispatches for office.
• Management of the IN & OUT processes in the program resources.
• Responsible for overall non-medical stock management as per IRC policy.
• Ensure Stock folder is in place with all related documents.
• Prepare monthly stock and consumption report for non-medical stock.

Field Support Activities:

• Assist Program Support Manager/Operation Manager to maintain IRC all facilities control and efficiency.
• Day to day provide updated information to the Operations Manager for extraordinary requests for support from the field.
• Any other related duties may be assigned by the supervisor.

Major Challenges/Difficulties of this role

• Balancing multiple priorities in a dynamic and high demanding work environment
• Smooth coordination and communication between requestors and Supply chain department
• Ensuring smooth Office administration and support service quality during a period of rapid expansion
• Prioritizing workload to ensure effective administrative performance and delivery of program needs

Deliverables:

• Ensure all IRC facilities are up and running well (operationally) and prompt support / actions are taken when program needs support to maintain these facilities to the highest standards.
• Manage overall office administration.
• Update Inventory/asset list every month
• Ensure all fire safety equipment in working order every month
• Ensure timely submission of work verification report of outsourced service work
• Ensure all IRC facilities are in good working condition according to context
• Monthly operational report to PSM