Job Profile
Brief Summary of the function:
The Facility Management Assistant carries out the facility management and maintenance of the GIZ Country Office premises. The position holder makes sure that buildings, technical installations, power and water supply, and safety equipment work reliably, and that defects and incidents are handled quickly and documented.
In this role, the position holder performs the tasks defined in the Country Office Facility Management and Maintenance Concept, in compliance with GIZ procedures (PuR), internal policies, and legal requirements. This includes preventive maintenance, work orders, contractor coordination and supervision, generator and fuel management, safety equipment checks, first response to technical incidents, the asset register and reporting. The role is hands-on and technical. Purchase needs are handed to the Logistics and Admin Assistant, who prepares the purchase requisitions in S/4HANA before Procurement carries out the procurement.
The position holder reports to the Head of Finance and Administration (HoFA). The duty station is Beirut with travels to other GIZ premises in the country. The Logistics and Admin Assistant acts as deputy during absence. The position holder works constructively with the Security Risk Management Office (SRMO), Procurement, Finance and Controlling, IT, Site Focal Points, landlords and contractors.
Note: The brief profile is not intended to provide a full and complete description.
A. Required qualifications, competences, and experience
Education
- Technical diploma (e.g. BT/TS) or Bachelor’s degree in Facility Management, Electrical or Mechanical Engineering, Building Services or a comparable technical field
Professional Experience
- At least 3 years of relevant professional experience in building maintenance or facility management, preferably for an international organization, embassy, hotel or larger office building.
- Practical experience with standby generators, electrical installations, plumbing, HVAC and fire safety equipment.
- Experience in coordinating and supervising maintenance contractors.
- Experience with solar PV systems is an asset.
Other Competencies
- Ability to read technical documentation, check contractor work and judge the urgency of defects.
- Knowledge of maintenance and safety standards (e.g. EN 13306, DIN 31051, NFPA or DIN fire safety standards) is an asset.
- Good command of Microsoft Office (Excel, Outlook, Word, Teams, OneDrive); requirement to work with SAP S/4HANA (goods receipts, service entries).
- High attention to detail, accuracy, and reliable record keeping (logs, checklists, work orders).
- Calm and structured in emergencies; readiness to take part in an after-hours on-call rota, subject to the applicable HR rules.
- Fluency in Arabic and English; German is an advantage.
- Valid Lebanese driving licence is an asset.
- Willingness to learn GIZ rules and administrative workflows; prior knowledge is an asset.
B. Responsibilities
- Carrying out preventive and corrective maintenance of all Office premises according to the approved maintenance plan.
- Acting as first responder for technical incidents during working hours and supporting the Security Risk Management Office in incidents with a safety dimension.
- Coordinating and supervising maintenance contractors and landlords, checking and accepting their work, and keeping contractor contact lists current.
- Operating and monitoring generators, fuel stock, solar systems and grid (EDL) meters, and ensuring that power autonomy targets are met.
- Ensuring the scheduled inspection and servicing of fire safety equipment, emergency lighting and electrical installations.
- Maintaining the asset register, the Facility Management log and all maintenance records.
- Defining purchase needs (scope of work, cost estimate, urgency) and handing them to the Logistics and Admin Assistant for the purchase requisition in S/4HANA; the position holder does not collect offers, change supplier data or approve invoices.
- Contributing to office safety, access control and emergency preparedness, in coordination with the Security Risk Management Office.
- Promoting sustainable practices in the use of energy, water and office resources.
- Reporting regularly to the Head of Finance and Administration, including in the weekly jour fixe, and proposing practical solutions to operational risks.
C. Tasks
1. Facility Management and Maintenance
- Implement the preventive maintenance plan for building fabric, electrical installations, plumbing, water tanks and pumps, HVAC and lifts (where present).
- Carry out monthly walk-throughs of all premises and the roof check before the rainy season; record defects in the Facility Management log.
- Coordinate with landlords and property managers for repairs under the lease; submit claims in writing with photos and file them in the document management system (CORE).
- Arrange a structural check by a licensed engineer after earthquakes, nearby blasts or visible cracking.
2. Work Orders and Incident Response
- Open, prioritize (P1 to P4) and follow up every work order in the Facility Management log.
- Make premises safe in technical incidents (isolate power or water, cordon off areas), call the contractor and inform according to the escalation lines.
- Call the backup contractor if the primary contractor does not respond within the agreed time.
- In emergencies, commission urgent work after approval by the Head of Finance and Administration and hand the documents to the Logistics and Admin Assistant for the retroactive purchase requisition.
- Prepare incident reports for P1 incidents within 3 working days.
3. Power, Energy and Fuel
- Carry out weekly generator inspections and monthly exercise runs under load; maintain generator logs.
- Check fuel levels daily, maintain the fuel log, trigger reorders at minimum level through the Logistics and Admin Assistant and confirm delivered quantities.
- Monitor solar yield and EDL meters monthly; reconcile readings with bills and report discrepancies.
- Coordinate with IT on power and cooling for the server room and on planned power interruptions.
4. Fire Safety and Technical Safety Inspections
- Organize monthly checks of fire extinguishers, smoke detectors, emergency lighting and first aid kits with the fire wardens; monitor expiry and service dates.
- Coordinate quarterly inspections and annual maintenance of fire alarm systems, annual maintenance of fire extinguishers and the annual full test of emergency lighting with certified contractors.
- Coordinate recurring tests of fixed electrical installations and portable electrical equipment according to the maintenance plan.
- Check annually that escape and rescue plans and safety signs are posted and up to date.
5. Contractors and Procurement Interface
- Define technical requirements, scope of work, cost estimate and urgency for maintenance needs and hand them to the Logistics and Admin Assistant for the purchase requisition in S/4HANA.
- Give the technical assessment of offers collected by the Logistics and Admin Assistant and technical input to Procurement for framework agreements.
- Brief contractors on safety and access rules and supervise their work on site.
- Check and accept completed work; post goods receipts or service entries in S/4HANA.
- Give input to the annual contractor performance review.
6. Space, Assets and Inventory
- Maintain the asset register for furniture, IT and office equipment and building installations per site; support the annual reconciliation with Finance.
- Support space planning and office organization (e.g. seating assignments, signage); support the monthly office space allocation reports to the Finance Unit.
- Coordinate the technical side of relocations and reorganizations.
7. Security, Safety and Emergency Preparedness
- Serve as designated safety focal point for specific office zones, in coordination with the Security Risk Management Office.
- Define technical spares and emergency stock (water, torches, batteries, spill kits, fuel reserve) and minimum levels; check them monthly.
- Keep the site emergency folders (floor plans, main switches and valves, contractor and landlord contacts, key register) up to date.
- Support evacuation drills and escalate security-related incidents promptly to the Security Risk Management Office.
8. Sustainability and Environmental Practices
- Support efforts to reduce waste, energy, and water consumption.
- Facilitate waste sorting and environmentally friendly practices at the premises.
9. Reporting and Escalation
- Prepare the monthly Facility Management report (KPIs, open incidents, fuel and energy data, cost against budget, risks) for the Head of Finance and Administration and contribute to the quarterly Facility Management review.
- Take part in the weekly jour fixe with the Head of Finance and Administration and the Logistics and Admin Assistant; if the Head of Finance and Administration cannot attend, send a short written update the same day.
- Proactively report operational risks and propose practical solutions.
10. Ad Hoc and Cross-Cutting Support
- Perform any additional tasks assigned by the Head of Finance and Administration or Country Director within the scope of the position.
D. Indicative distribution of working time
Task area
Indicative share
Facility management and maintenance
30%
Work orders and incident response
20%
Power, energy and fuel
15%
Fire safety and technical safety inspections
10%
Contractors and procurement interface
10%
Space, assets and inventory
5%
Security, safety, sustainability and reporting
10%
Description: The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development and international education work, with 23,787 employees in almost 120 countries (as of 31 December 2025). GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. Learn more on GIZ in Lebanon (giz.de)
Since opening its office in Beirut, GIZ has been supporting the German-Lebanese international cooperation for sustainable development. With the overall aim of sustaining the country’s stability, promoting its economic growth and improving the living conditions of the population in Lebanon, GIZ works in the areas of education and technical and vocational education and training, water, sustainable economic development, governance, social cohesion and transitional development assistance. GIZ coordinates closely with the Lebanese Government to implement its projects in alignment with national policies. In Lebanon, our main commission party is BMZ with substantial co-funding from the European Union.
