Deal of the day

Property Manager – Assets and Stores Management

JOB DESCRIPTION

Position: Property Manager – Assets and Stores Management

Division: Administration

Location: Nairobi, Kenya

Grade: 9

TBD Level: Manager

Location: Nairobi, Kenya

Primary Purpose:

This position is primarily responsible for the overall management of the Stores, and all other RSC Africa Assets. The position ensures compliance, management, planning and availability of resources and assets in all RSC Africa offices.

Supervision:

This position reports directly to the Administration Coordinator and directly supervises the Property Supervisor (Stores and Assets) and indirectly supervises the Property Officers, General Services and Assistants.

Essential Duties: Compliance

  1. Oversees RSC Africa Property functions and ensures integrity and strict adherence to the compliance with US Government requirements, CWS and RSC Africa policies, guidelines and procedures

  2. Ensures development, implementation, dissemination and monitoring of standard operating procedures (SOPs)

  3. Coordinates property functions with CWS Africa Sub-offices offering support and ensuring compliance with the main SOPs

  4. Reviews all contractual agreements for goods and services, equipment and insurance, and maintains copies of all relevant contracts

  5. Establishes and continuously reviews monitoring systems and ensures that they are used consistently to ensure compliance

  6. Works closely with Administration Coordinator and Finance Office to perform quarterly manager level internal audits and compliance checks for assets and stores for all RSC Africa offices

Management and Analysis

  1. Oversees the requisition, maintenance, and inventory arrangement of expendable and nonexpendable equipment and supplies

  2. Takes lead on monthly projections and annual budget preparation and revisions, and monitors expenses in accordance with authorized budgets

  3. Ensures that insurance is in place for all property and other liabilities in accordance with the laws in all RSC Africa offices

  4. Monitors RSC Africa group mailbox and communication with service providers and staff to ensure that it is professional, timely and proactive.

  5. Ensures that adequate inventory levels are maintained for all supplies in accordance with authorized budgets

Performance Management

  1. Supervises, manages and evaluates staff performance under their supervision

  2. Ensures coaching, mentoring, feedback and corrective action plans are being carried out where needed.

  3. Ensures that staff receive the necessary annual trainings in different aspects of their areas of specialization

Staff Care

  1. Monitors and ensures a safe, healthy and professional work environment.

  2. Actively supports staff by promoting safe space, open-door and the escalation policy.

  3. Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment.

  4. Ensures that reasonable working resources are availed to staff in the unit.

  5. Monitors time and attendance records for supervisors

  6. Ensure direct reports are accessing and using their benefits appropriately including leave.

Program Administration

  1. Participates in hiring of necessary staff, developing job descriptions and takes the hiring manager role for staff in the unit

  2. Ensures that positions are staffed as budgeted

  3. Coordinates some tasks on behalf of the other Administration Coordinator and Property Supervisor during times of absence.

  4. Other duties as assigned by CWS/RSC Africa Management.

Qualifications:

Education:

Bachelor’s Degree or four (4) years of paid work experience in lieu of a Bachelor’s degree is required.

Experience:

Eight (8) years of paid work experience .

3 years of supervisory experience is required.

Experience working with NGO procurement is preferred

Two years of related experience in fixed asset management and inventory, is required.

Knowledge:

Demonstrated computer skills, especially Microsoft Products. Excellent organizational and time management skills. Strong verbal and written English language skills.

Knowledge of US Government procurement standards is preferred.

Abilities:

Ability to maintain the confidentiality and integrity of accounts and budget information;

• Ability to communicate effectively both verbally and in writing;

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

• Ability to deal effectively and courteously with a large number of associates, outside agencies,

applicants and members of the general public;

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

• Ability to maintain a high performance standard with attention to detail;

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

• Ability to work independently and contribute to overall operations at management level;

• Ability to take initiative

• Ability to lead others and address issues as they arise;

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

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

• Ability to analyze and solve complex problems;

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

motivation;

• Ability to effectively manage RSC Africa’s resources;

• Ability to actively participate in the implementation of the U.S. Government Operational Refugee

Processing Program in Africa;

Physical requirements:

This position requires bending, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying loads of up to 10 Kg.

Working environment:

Primarily indoors in a general office environment. This position on occasion may be exposed to excessive noise.

Licensing/Certification: None

Miscellaneous requirements:

Flexibility and willingness to work long hours, including working on Weekend as needed. Certificate of Good Conduct is required before the start of 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 include 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.

How to apply

Log onto Careers website: https://cws-careers.vibehcm.com

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