General Service Officer

About this role

JOB DESCRIPTION: GENERAL SERVICE OFFICER 1. Job Identity Item Description Job Title General Service Officer Department General Services Division Location Head Office, Addis Ababa Reports To Head of Administration Employment Type Full-time 2. Job Summary The General Service Officer is responsible for coordinating and overseeing the delivery of general administrative and support services across the company to ensure the smooth and efficient functioning of the company's operations. The position manages transport requests, service vehicle dispatch, vehicle readiness, facility maintenance, cleaning, gardening, security coordination, and other general service activities.The role ensures that employees and departments receive timely and reliable support, company vehicles and facilities are properly maintained, service personnel perform their duties effectively, and company resources are utilized efficiently. The General Service Officer also prepares work plans, monitors service performance, maintains relevant records, resolves operational challenges, and prepares periodic reports in accordance with company policies and procedures. 3. Key Responsibilities and Duties A. General Services Coordination Coordinate and monitor the delivery of general services across the company's offices and operational facilities. Supervise and monitor the performance of service vehicle drivers, security personnel, cleaners, maintenance workers, gardeners, and other assigned support staff. Ensure that service personnel perform their duties according to approved schedules, company standards, and assigned responsibilities. Coordinate daily work assignments and ensure adequate support for different departments and business units. Follow up on service requests, complaints, and operational issues and ensure their timely resolution. Maintain a clean, orderly, safe, and functional working environment across company premises. B. Transport and Vehicle Management Receive, review, prioritize, and coordinate transport requests submitted by different departments and work units. Manage service vehicle dispatch and monitor vehicle assignments, availability, utilization, and return schedules. Ensure that vehicles are allocated according to approved requests, operational priorities, and company procedures. Facilitate the preparation of company vehicles to ensure they are clean, roadworthy, properly equipped, and ready for service. Coordinate routine vehicle servicing, maintenance, repairs, and inspections with the responsible personnel or service providers. Maintain records of vehicle dispatches, transport requests, mileage, fuel consumption, maintenance, and vehicle utilization, as applicable. Monitor vehicle-related expenses and identify opportunities to improve efficiency and control costs. Ensure that drivers comply with company transport policies, traffic regulations, safety requirements, and authorized vehicle-use procedures. Report vehicle breakdowns, accidents, misuse, and other transport-related issues to the immediate supervisor. C. Facilities and Office Maintenance Coordinate the maintenance and upkeep of company offices, buildings, compounds, and other facilities. Monitor cleaning, gardening, minor repairs, and other facility support services to maintain appropriate workplace standards. Identify maintenance requirements and coordinate timely repairs and servicing. Monitor the availability and proper use of cleaning materials, maintenance tools, office support supplies, and other general service resources. Follow up on facility-related service requests and ensure that identified problems are resolved promptly. Coordinate with relevant departments and external service providers to maintain functional and well-organized company premises. D. Security and Workplace Support Coordinate with security personnel to ensure effective security coverage of company premises. Monitor compliance with established security procedures, including visitor management, access control, and incident reporting. Follow up on security-related issues and report incidents or risks to the appropriate authority. Support the implementation of workplace safety procedures and emergency preparedness arrangements. Coordinate with relevant departments to address operational issues affecting employee safety and the protection of company property. E. Procurement and Resource Coordination Identify general service requirements and coordinate requests for vehicles, maintenance services, cleaning materials, and other operational supplies. Follow up with the Procurement and Finance departments on approved purchases, service contracts, and related payments. Monitor the proper use, storage, and allocation of general service materials and equipment. Ensure that service-related purchases and expenditures follow company procurement and approval procedures. Promote efficient utilization of company resources and minimize unnecessary expenses, waste, and service interruptions. F. Staff Supervision and Service Quality Assign duties and monitor the performance of drivers, cleaners, security personnel, gardeners, maintenance workers, and other general service staff. Ensure that employees understand their responsibilities, schedules, and expected service standards. Monitor attendance, punctuality, discipline, and work quality in accordance with company procedures. Identify staff training needs and provide appropriate guidance and support. Address service delivery gaps and recommend corrective or disciplinary action through the appropriate management channels, where necessary. Promote teamwork, accountability, professionalism, and customer-oriented service delivery. G. Reporting and Documentation Prepare periodic reports on general services activities, vehicle dispatches, transport requests, maintenance, staff performance, and operational challenges. Maintain accurate records of vehicle assignments, maintenance schedules, fuel consumption, service requests, and related expenditures. Document service complaints, incidents, outstanding requests, and corrective actions taken. Monitor pending activities and follow up with responsible staff to ensure timely completion. Submit reports and recommendations to the immediate supervisor for review and decision-making. Perform other related duties as assigned by the immediate supervisor.