Administrator General Services
Administrator General Services
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Job Description
Vacancy Notice 1099
INTERPOL is the worlds largest international police organization with 196 Member Countries. Created in 1923 it facilitates crossborder police cooperation and supports and assists all organizations authorities and services whose mission is to prevent or combat international crime.
INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds experiences and perspectives. To achieve our Diversity goals we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our recruitment process is meritbased hence all hiring decisions are made considering the applicants qualifications and the needs of the Organization.
Job Title: Administrator General Services
Reporting To: Head of General Services
Location: Lyon France
Type of contract: Fixedterm Contract
Duration (in months): 36.00
Grade: 5
Number of post: 1
Level of Security screening: Basic
Deadline for application: 30 April 2025
Conditions applying for all candidates
Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/test.
* Subsequent extension to this post will be subject to the terms of the Organizations Staff Manual to satisfactory performance and to availability of funds.
Tests/interviews in connection to this selection procedure will take place approximately 2 to 3 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly in case they are shortlisted.
Selected candidates will be expected to report for duty approximately two to three months after receiving an offer of employment at the latest.
This selection exercise may be used to generate a reserve list of suitable candidates that may be used to address Organizations similar staffing needs in the future.
SUMMARY OF THE ASSIGNED DUTIES
INCLUDING GOALS AND OBJECTIVES OF THE POST/RSUM DES MISSIONS Y COMPRIS DES BUTS ET OBJECTIFS DU POSTE
Within the Executive Directorate Resource Management (EDRM) and under the authority of the Head of General Services who communicates the overall objectives to be achieved the post holder ensures the monitoring of service contracts for which they are responsible supervises all logistical missions as well as the Mail & Freight activity of the technicians under their authority (for Logistics and Mail & Freight).
PRINCIPAL DUTIES AND ACTIVITIES/PRINCIPALES MISSIONS ET ACTIVITS
DUTY 1/Mission 1: Monitoring and Management of Service Contracts
- Be responsible for monitoring service contracts. Participate in the development of technical specifications. Analyze offers and once the contract is signed ensure its monitoring.
Autonomously control and improve the administration of service contracts for the benefit of the Organizations internal clients ensuring the efficiency of the service provision during the contract period. Evaluate client satisfaction (quality management/countercontrol) and use results to improve the service provision.
Supervise subcontracted services and ensure they comply with the contract terms quality specifications and fully meet the conditions set by the Organization.
- Control and evaluate the supply quality and cost of subcontracted services in the following areas:
- Catering services (self & VIP); quality of services for cocktails and other receptions.
- Site maintenance (cleaning including pest control).
- Maintenance of green spaces at the main building (interior exterior and terraces).
- Photocopiers.
- Coffee machine and fountain services made available to internal clients on site.
- Destruction of confidential documents on site.
- Waste management at the main building.
DUTY 2/Mission 2: Administration of Workspaces
- Ensure the monitoring of personnel movements (arrivals departures transfers) on the Lyon sites to followup the occupancy rate of the premises (staff assignment table and AUTOCAD plans to be updated regularly).
- Organize internal moves and assess the need to call in an external service provider. Centralize all information and coordinate the service with the IT department.
- In the context of a construction project and in conjunction with the Technician responsible for the project manage personnel movements before and after work and may be required to make recommendations on finishes to maintain consistency with existing facilities.
DUTY 3/Mission 3: Management of OnSite Events
- Based on the needs defined by internal clients organize with the client all the requested services (VIP meals cocktails buffets barbecues with some events accommodating up to 500 people). In partnership with the catering company make recommendations and assist with choices. Ensure that all necessary equipment for the event is available and anticipate the rental of additional equipment if necessary as well as the reservation of services from external providers.
- For each major event establish a schedule for their team to ensure the smooth running of operations and the success of the event.
DUTY 4/Mission 4: Logistics Service
- Manage a team in Logistics and supervise their missions and performance in their respective areas namely:
- Catering and events.
- Security clearances for personnel provided by service companies.
- Procurement and management of the central warehouse.
- Receipt of goods for the site.
- Asset management and equipment disposal.
- Firstlevel maintenance (small works layout small moves).
DUTY 5/Mission 5: Mail & Freight Service
- Manage a team in mail and freight service and supervise their missions and performance in their respective areas namely: Reception security control registration and distribution of incoming mail.
- Processing of outgoing mail freight postal packages and express mail.
- Planning of import/export transportation
- Logistics organization for conferences and general assemblies
DUTY 6: Other
- Perform any other duties as required by the hierarchy.
QUALIFICATIONS COMPETENCIES AND SKILLS/QUALIFICATIONS COMPTENCES ET APTITUDES
Education and qualification required/FORMATION:
- Three to four years of completed University degree in a related domain to logistics events mail and freight administration.
Experience required/EXPRIENCE:
- A minimum of three years of experience in this field of activity
languages/langues:
- Fluency in French is required;
- Fluency in English is required particularly technical English in the logistics events mail and freight areas
- Knowledge of a third official language of the Organization (Arabic or Spanish) would be conisdered an additional asset.
Abilities required/COMPTENCES TECHNIQUES:
This position is the entry point for the many and diverse requests addressed to the General Services in all areas. Consequently the following qualities are required:
- Management skills;
- Listening skills;
- Patience and flexibility;
- Serviceoriented;
- Team spirit;
- Negotiation skills;
- Discretion;
- Reactivity;
- Sense of organization and anticipation;
- Attention to detail;
- Ability to manage change (space policy).
Required Experience:
Unclear Seniority
Employment Type
Full Time
