Property Manager
Introduction: Church World Service (CWS) is a not-for-profit, faith-based
organization transforming communities around the globe through just and
sustainable solutions to hunger, poverty, displacement and disaster. CWS does
not discriminate on the basis of race, color, religion, sex, national origin,
gender identity, genetic information, age, disability or veteran status in
employment or in the provision of services.
Primary Purpose:
This position is primarily responsible for the overall management of the RSC
Africa Facilities and Equipment and Assets. The position ensures
compliance, coordination, management and planning of RSC Africa facilities and
vehicles and provision of a safe, healthy and professional working environment
for staff.
Supervision:
This position reports directly to the Administration Coordinator and directly
supervises the Senior Property Officer (Facilities) and Equipment and Assets
Supervisor.
Essential Duties:
Compliance
- 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
- Ensures development,
implementation, dissemination and monitoring of standard operating
procedures (SOPs)
- Coordinates property functions
with CWS Africa Sub-offices offering support and ensuring compliance with
the main SOPs
- Reviews all contractual
agreements for all facilities, and maintains copies of all relevant
contracts
- Reviews all contractual
agreements for goods and services, equipment and insurance, and maintains
copies of all relevant contracts
- Establishes and continuously
reviews monitoring systems and ensures that they are used consistently to
ensure compliance
- Works closely with Administration
Coordinator and Senior Regional Coordinator and to perform quarterly
manager level internal audits and compliance checks for facilities,
vehicles, equipment and assets for all RSC Africa offices
Management and Analysis
- Conducts regular market surveys
to determine the best price for quality goods and services including
office spaces
- Oversees the requisition,
maintenance, and inventory arrangement of expendable and non-expendable
equipment, assets, supplies and vehicles
- Takes lead on monthly projections
and annual budget preparation and revisions, and monitors
expenses in accordance with authorized budgets
- Monitors to ensure that the
property management company services are delivered and accounted for
accurately
- Ensures that insurance is in
place for all property and other liabilities in accordance with the laws
in all RSC Africa offices
- Monitors RSC Africa group mailbox
and communication with service providers and staff to ensure that it is
professional, timely and proactive
- Ensures that adequate inventory
levels are maintained for all supplies
- Oversees construction contracts,
contractor meetings and implementation of the timelines
Performance Management
- Supervises, manages and evaluates
staff performance under their supervision
- Ensures coaching, mentoring,
feedback and corrective action plans are being carried out where needed.
- Ensures that staff receive the
necessary annual trainings in different aspects of their areas of
specialization.
Staff Care
- Monitors and ensures a safe,
healthy and professional work environment.
- Actively supports staff by
promoting safe space, open-door and the escalation policy.
- Establishes and communicates
clear expectations to staff to foster a predictable and consistent work
environment.
- Ensures that reasonable working
resources are availed to staff in the unit.
- Monitors time and attendance
records for supervisors
- Ensure direct reports are
accessing and using their benefits appropriately including leave.
Program Administration
- Participates in hiring of
necessary staff, developing job descriptions and takes the hiring manager
role for staff in the unit
- Ensures that positions are
staffed as budgeted
- Coordinates some tasks on behalf
of the other Administration Coordinator and Property Supervisor during
times of absence.
- Other duties as assigned by
CWS/RSC Africa Management.
Qualifications:
Experience:
Eight (8) years of paid work experience .
2 years of supervisory experience is required.
Experience working with NGO procurement is preferred
Two years of related experience in fleet and
facility management and construction administration is required.
Skills:
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.
Education:
Bachelor’s
Degree or four (4) years of paid work experience in lieu of a Bachelor’s degree
is required.
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;
Important Requirements
- Strong English communication
skills, both written and oral.
- Ability to work in a
multi-cultural environment required.
- Commitment to diversity, equity,
and inclusion and willingness to support CWS’
Platform on Racial Justice as a CWS employee required.
Special Requirements:
- COVID Vaccination is required for
all successful candidates
- The candidate should be of good
health, willing and able to travel extensively in often difficult
conditions, and have a high degree of flexibility. Must have proof of
Yellow Fever vaccination before traveling for RSC Africa.
- This position is based in Nairobi,
Kenya
- This position requires use of
laptops at all time, competence in Microsoft office packages is required.
- This position may require
travel in sub-Saharan Africa on short notice and under sometimes difficult
conditions to meet demands of a dynamic operational program
- Background check which includes
references and an educational and criminal check is required before the
start of employment for International applicants.
- A valid passport and the ability
to maintain a valid passport throughout the entire appointment is
required, which includes having enough passport pages for travel.
- Physical: This position requires
bending, squatting, crawling, climbing, kneeling, sitting, standing,
walking, pushing/pulling, handling objects (manual dexterity), reaching
above shoulder level, using fine finger movements and lifting/carrying
heavy loads.
- Environmental: Incumbents in this position will
be exposed to excessive noise, marked changes in temperature and/or
humidity, dust and infectious diseases, harsh weather climates, long work
hours, bumpy roads, extended travel, excessive sun exposure, and
non-ventilated spaces.
- Full time
- All employees should be prepared
to work from the CWS office within their location of hire. Remote work
arrangements may vary depending on location and the governing rulings
regarding the COVID-19 pandemic
- Flexibility and willingness to
work long hours, including working on Weekend as needed.
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