Job Description:
FACILITIES MANAGEMENT : 20%
- Ensure proper maintenance of office, Team House and Warehouses including cleaning, regular fumigation and general care.
- Ensure agreements for tenancy, repairs, utilities and other relevant agreements related to the facilities (Office, Team House, Warehouse) are up to date and the zone complies to the payments terms and tax obligations related to such agreements.
- Ensure timely payments of Rent, Security Services, Utilities and communications.
ASSET MANAGEMENT :
20%
- .Establish and maintain the Zonal Office asset database and review reportsMonitor and enforce controls on the movement of all assets at the Zonal Office
from all locations in the zone on the assets status.
- Complete the REAM Database work with the support of the Finance & Support Services Manager
- Management of Insurance of key WV Assets like vehicles, including local insurance and GC Insurance. Reviewing of insurance rates offered by the local companies to get value for money.
FLEET & LOGISTICS MANAGEMENT : 20%
- Management of fleet issues that include fuel consumption monitoring, allocation of vehicles, inspection of fleet and ensuring that vehicles are well maintained . This also includes proper management of drivers including casual drivers.
- Monitor fuel usage by Administration vehicles and enforcement of the vehicle policy. On a Monthly basis prepare and review fuel consumption reports and attend to anomalies.
- Monitor fuel contracts with service provider and ensuring that fuel is available for program implementation.
- Ensure adequate management of hired/leased vehicles to ensure they comply to set maintenance standards and safety requirements.
- Allocate vehicle for staff travel to the field and official missions.
- On a monthly basis ensure a fleet status report is shared with the National Office by the 25th of every month.
OFFICE & TEAM HOUSE INVENTORY MANAGEMENT : 10%
- Ensure maintenance of required level of stocks for office consolidation supplies, stationery and ensure proper storage of goods / services.
- Ensure proper inventory and storage of supplies and monitor the use of supplies by staff and recommend cost saving and environmental protection measures.
- Monitor the disbursement of stock, i.e. materials, assets, stationery and supplies.
TRAVEL AND EVENTS MANAGEMENT :15%
- Collaborate and Coordinate with departments heads and project managers when there planning for event, training and workshop.
- Support in booking of venue, accommodation and travel for events and official trips
- Ensure timely airport pick-up and drop offs
- Support in Visa Application and necessary documentation to facilitate travel
- Ensure timely payments of hotel bills, travel agents and UNHAS
- Maintain ad database of prequalified facilities for events and accommodation and ensure they meet set standards and make recommendations to Finance Manager as necessary.
OTHER : 15%
- Performance Management of staff being supervised by this position
- Facilitate audit relating to administrative issues
- Identify, train and supervise Administration Department staff.
Qualifications :
- Degree qualifications with at least three years’ experience in Administration and at least 1 year at supervisory level.
- Appropriate knowledge of office systems, including experience with computer applications (e.g. ms office).
Other Competencies :
- Must be a committed Christian
- High level of management and organizational skills
- Must be able to demonstrate sound judgement and initiative with little guidance
- Able to work under pressure with tight turn-around times
- Good negotiation skills
- Ability to work and relate well with people
- Must be a person with integrity
- Basic understanding and communication in English is an added advantage
Work Environment :
- The role will require 30% of travel to other offices within the zone for support
- On call
Les candidatures féminines et celles de personnes vivant avec handicap sont vivement encouragées et recommandées.
