General Services Specialist

JOB PURPOSE:

The General Services Specialist is responsible for coordinating and overseeing the daily operations of the organization’s facilities and general services to ensure efficiency, safety, and compliance. This includes managing transportation and fleet operations, vendor and contract administration, procurement follow-up, and facility maintenance support. The role ensures timely delivery of services, effective resource utilization, and adherence to company standards, contributing to a well-functioning and supportive workplace environment.

RESPONSIBILITIES/DUTIES

Transportation & Fleet Management

• Manage the movement, scheduling, and utilization of head office and expat cars, ensuring smooth operations and timely availability.
• Oversee drivers, conduct monthly inspections of vehicles, and ensure all cars comply with safety, maintenance, and regulatory standards.
• Maintain accurate records for vehicle logs, fuel consumption, insurance, and license renewals, ensuring compliance with company policies and local regulations.

Vendor and Contract Management

• Maintain and manage accounts of all vendors and suppliers related to general services.
• Coordinate and follow up on billing cycles with Procurement and Finance departments.
• Monitor contractor performance and ensure service-level compliance.

Operational Oversight

• Oversee the day-to-day operations of headquarters facilities, including security, cleaning, and office support staff (e.g., office boys).
• Follow up on building maintenance tasks and ensure timely issue resolution.
• Provide support in managing driver operations for expatriates in coordination with the General Services Supervisor.

Procurement and Inventory Coordination

• Initiate and follow up on department-related purchase requests.
• Track and analyze requests for catering and stationery supplies, ensuring alignment with warehouse records.
• Ensure equitable distribution of resources across departments.

Reporting and Documentation

• Prepare and submit monthly reports on completed and pending tasks.
• Maintain trackers and logs for all general services activities and requests.

Cross-functional Support

• Assist in covering the responsibilities of team members during annual leaves as assigned.
• Support general services tasks related to the L3 & LRT utilities and facilities.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Logistics, or a related field.
• Fluent in Arabic & English, French is a plus.

KNOWLEDGE:

• Strong analytical and data handling capabilities.
• Proficient in Microsoft Office Suite.
• Strong communication and problem-solving skills.

EXPERIENCE:

• 3 to 5 years of experience in general services, facilities management, or contractor/vendor management.
• Proven experience in managing office support services, including transportation, drivers, and administrative operations

DESIRED BEHAVIORS & EXPERIENCES

• Service Orientation: Demonstrates a proactive attitude in supporting employees and ensuring smooth daily operations through timely and efficient service delivery.
• Accountability: Takes ownership of assigned tasks, ensuring accuracy, follow-up, and compliance with company policies and procedures.
• Attention to Detail: Maintains precise documentation, accurate tracking of resources, and consistent monitoring of vendor and fleet records.
• Team Collaboration: Works effectively with colleagues, vendors, and other departments to achieve shared operational goals and maintain a positive work environment.
• Problem Solving: Responds promptly to operational challenges, proposing practical and cost-effective solutions to maintain business continuity.
• Integrity and Confidentiality: Handles sensitive information and company resources responsibly, ensuring trust and professionalism in all interactions.
• Adaptability: Adjusts to changing priorities and operational demands while maintaining efficiency and composure under pressure.