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Administration and Asset Officer Job in Dadaab Kenya


CARE International in Kenya is looking for a well organized and highly motivated individual who is result-oriented to fill the following position:

Job Title:
Administration and Asset Officer                                                        
 
Department / Project: Administration/RAP
                   
 
Supervisor: Administration Coordinator                         
 

Location / Duty Station: Dadaab
 
Ref: AA/1/2013

Grade:
 FB2

Reporting to the administration Coordinator, the incumbent will be responsible for portfolios of Administration & Assets at RAP, Dadaab.

S/he will be in charge of general management of residential rooms, supervision of administrative support staff and preparation of unit reports.
                
 
I: Job Summary & Purpose:

Reporting to the Administration Coordinator, the Administration and Asset Officer will be responsible for portfolios of Administration and Assets at RAP, Dadaab.  

The jobholder will be responsible for promoting staff welfare, supervision of administrative support staff, general management of residential rooms and preparation of Unit reports.  

He/she will continuously share information on provision and gaps requiring urgent attention by management.

The incumbent will work in close coordination with Asset Administration Office in Head Office (Nairobi) to ensure that all program assets in Dadaab are well accounted for by specifically ensuring reconciliation with Scala System, tagging serialization of assets, verification and maintenance of an asset database register.  

The holder of this position is expected to keep records that will assist in accounting for all Dadaab assets including all assets given as donation.  

The job holder will ensure monthly reconciliation, tracking, recording and identification is constantly carried out every month.  

Compliance as well as adherence to CARE Kenya assets management policies, procedures and systems is key for this position.

II: Tasks and Responsibilities.
R1:
 Preparing Reports

1.1
 Prepare and submit monthly reports to Administration Coordinator.
 
1.2 Inform the Administration Coordinator about the progress of work regularly.
 
1.3 Compile and submit to finance staffs monthly deductions for catering services/kitchen contributions.
 
1.4 Submit weekly staff headcounts to the Administration Coordinator for onward sharing with HR office.

R2:
 Supervision of Administration staff

2.1
 Evaluate staff performance and counsel them for realization of planned Unit targets.
 
2.2 Hold meeting with Administration staff and discuss work progress.
 
2.3 Conduct annual/quarterly appraisals for direct reports.
 
2.4 Plan and administer CTO/Leave schedules for all direct reports.

R3:
 Maintenance of CARE assets, utilities and identifications of gaps

3.1
 Updates records on the CARE items relating to staff accommodation at DMO.
 
3.2     Reporting all defects/shortages/loss to the Administration Coordinator and the Safety and Security Coordinator.
 
3.3 Conducting regular inspection in and around DMO CARE compound to identify any part/gaps requiring attention.

R4:
 Promotion of staff welfare

4.1
 Allocate rooms to staff consistent with the rooms’ allocation policy.
 
4.2 Ensure privacy of resident staff is observed in the residential compound.
 
4.3 Promote adherence to the compound rules and regulations by all staff through education sessions and effective orientation.
 
4.4 Ensure high standard of compound cleanliness and hygiene are maintained/observed.
 
4.5 Identify repair and construction needs and inform the Administration Coordinator for appropriate action.
 
4.6 Supervise usage of the CARE Gymnasium facility at DMO.

R5:
 Maintain an inventory databank and continuously reconcile with Scala System and updating of asset register

5.1
 Maintain an asset register at RAP as set in the CARE Kenya asset management manual.
 
5.2 Maintain the asset register by ensuring that there is a back up measure in place in case of any unpredicted calamity.
 
5.3 Ensure all newly acquired property is registered and tagged with appropriate CARE labels soon after receiving the same from Nairobi or any other logistics store before issuing the assets to the intended user.
 
5.4 Document any asset receipt, transfer or disposal by raising respective property register forms and filing the same after approval.
 
5.5 Ensure that registered property items are updated in the electronic register on a monthly basis.
 
5.6 Ensure that all reported lost/damaged property is properly reported as per policy and the same information relayed to Asset Administration Officer in Nairobi for insurance reporting.
 
5.7 Label of all assets with CARE Kenya identification tags.
 
5.8 Observe and comply with the laid down procedures regarding management.

R6:
 Establish assets beyond repair and recommend the same to management for disposal

6.1 Identify assets which are beyond economic repair and the obsolete assets.
 
6.2 Liaise with the technical officers to raise the technical report to justify the disposal of the obsolete and beyond repair assets.
 
6.3 Coordinate storage of the assets intended for disposal in a central place to ensure smooth disposal process.
 
6.4 Follow the correct procedures to record disposal of obsolete and unrepairable property items.

R7:
 Coordinate with UNHCR, WFP and any other donor team during assets physical verification exercise

7.1 Coordinating and facilitating assets physical verification from various donors’ representatives.
 
7.2 Coordinating and facilitating of internal assets physical verification from an independent sector.
 
7.3 Compiling any assets reports as required by other sectors in the course of their duty.

III: Authority:
 

Spending Authority:
 N/A

Supervision:
 supervise 8 office workers

Decision Making:
  • Decision relating to effective delivery of responsibilities such as frequency of visits to camps to update the registers, and feedback provisions.
  • Leave management, performance management.
IV: Contacts/Key Relationships (internal & external):

Internal: 
 Camp Administrators, Coordinators and all staff allocated organizational assets. Auditors.

External:
 Constant contact with UNHCR, WFP and other donors teams on matters of assets reporting and physical verification.

V: Working Conditions:

The position is based at Dadaab Main Office (DMO) with frequent movements to Dagahaley, and Ifo camps as well as any other extension camps and program sites. 

This is a none-family working station. Hot weather is prevalent throughout the year with limited basic amenities. Road movement to and from work station to Garissa as well as inter-camp movement  must be under police escort (Scheduled convoys).  

Strict adherence to security instructions all the time. 

It is a six days work station with a compensatory time off according to CTO policy. 

The incumbent shall reside in the CARE compound while executing official duties and shall obey and adhere to residential compound regulations.

VI: Qualifications, Experience and Competencies
 

Education:
 Bachelor’s degree in Business Administration

Experience:
 Three years of relevant experience in a busy work environment.

Diploma holders in Business Administration or Asset Management with five years experience will be considered.

Certificate:   Supply and logistics or Microsoft office packages application.

Competencies
  • Must have a good grasp of relief   and humanitarian assistance related issues
  • Excellent knowledge of computerized spreadsheets and
  • Excellent written and oral communication skills, good interpersonal relations.
  • Proactive thinking with detailed-oriented and creative problem solving approach, Innovative, a team player with good assessment and analytical skills.
  • Ability to write reports.
Applications
 
If you feel you meet the requirements for this position, send your application indicating the reference number , title of the position along with an updated CV and telephone contacts of three professional referees to: 

The Human Resources & Development Manager, 
CARE International in Kenya
Email: Vacancies@care.or.ke 

So as to be received not later than 17thJanuary, 2013. 

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity. 

Canvassing will lead to automatic disqualification.

CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).

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