CWS Senior Property Officer NGO Jobs in Kenya

JOB DESCRIPTION

Job Title: Senior Property Officer

Grade: 7 (N)

Level: Function Manager

Department: Administration

Primary Purpose

This position is primarily responsible for management of the stores, Assets, Vehicles and the building.

Supervision

This position reports directly to the Property Supervisor and directly supervises the Property Officers, Janitorial staff, Drivers and the Stores assistants.

Essential Duties

  • Ensuring that proper records of stock levels in the two stores is well managed by maintaining the allowable stock levels.
  • Undertaking the quarterly stock take in conjunction with Accounts department to make sure to make sure there is proper management of resources.
  • Ensuring staff members have the necessary supplies to perform their duties as and when needed.
  • Ensuring the items/supplies received are as per the LPO or per the request put in by staff before signing the Goods Received Note.
  • Supervision of the Store assistants.
  • Keeping proper record of all CWS/RSC Assets.
  • Servicing of the Assets as they fall due.
  • Management of all contracts.
  • Ensuring all assets are insured as and when acquired.
  • Tagging of assets purchased and updating the same in the Asset management system.
  • Filling claims with the insurance for any assets that is lost.
  • Ensuring all vehicles are cleaned, serviced and in good working condition.
  • Scheduling of office errands.
  • Preparation on Monthly mileage records and forwarding the same to accounts for invoicing and follow up on payment.
  • Ensuring that the offices and staff working environment is clean and Professional.
  • Ensuring periodical fumigation/sterilization of the offices against COVID.
  • Acting as a liaison between RSC Africa and Property Management Company by following up on any repairs done and the rent is paid as per the lease.
  • Maintenance of the building by making sure electrical, plumbing, painting, furniture repairs are done as and when required.
  • Actively participating in construction/office renovations i.e. partitioning of offices, fire escape, ventilation system of the building etc.
  • Responsible for key management by maintenance of proper record and ensuring only authorized staff are able to access the keys. Duplication of keys also the sole responsibility of the Senior property officer.
  • Opening and Closing the Office.
  • Supervision of the Senior Janitor and Janitors who ensures that the building is property maintained.
  • Ensure compliance with Occupational Health and Safety measures
  • Any Other duties
  • Budget preparation- This is for purchase of equipment, utilities and maintenance of Assets and the building.

Qualifications Education:

Bachelor’s degree in a related field required. Diploma in Facilities Management preferred.

Experience:

§ Four years related work experience preferred § Supervisory experience required.

§ Experience working with contractors and vendors required.

§ Three years’ experience working with an International NGO preferred.

§ Experience managing a motor pool preferred.

§ Experience managing inventories and ensuring stock levels are appropriately maintained.

Knowledge:

• Knowledge of RSC Africa travel procedures preferred.

• Demonstrated computer skills, especially Microsoft Excel.

Abilities:

The Senior Property Officer must have the ability to:

• maintain the confidentiality and integrity of accounts and budget information;

• communicate effectively both verbally and in writing;

• follow instructions from the Supervisor with a positive and receptive attitude;

• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;

• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;

• maintain a high performance standard with attention to detail;

• carry out all of the duties of the position efficiently and effectively with minimal supervision;

• work independently and contribute to overall operations at management level;  take initiative;

• lead others and address issues as they arise;

• maintain strict confidentiality with RSC Africa administrative and operational information;

• manage a large and diverse workload under pressure with competing priorities;

• work well as a team in a multi-cultural environment while maintaining a high level of motivation;

• effectively manage RSC Africa’s resources;

• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa.

Physical requirements: None.

Working environment: Primarily indoors in a general office environment.

Licensing/Certification:

Diploma in Property Management preferred.

Special Requirements:

Certificate of Good Conduct is required before the start of employment. Valid Kenya driver’s license. Demonstrated integrity, accountability, and transparency in all previous employment.

Competencies Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations, etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors including managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.

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