Church World Service (CWS) was founded in 1946 and is a cooperative ministry of 37 Christian denominations and communions, providing sustainable self-help, development, disaster relief, and refugee assistance around the world. The CWS mission is to eradicate hunger and poverty and to promote peace and justice at the national and international level through collaboration with partners abroad and in the US.Supervision:
This position reports directly to the Administration Coordinator and directly supervises the Senior Property Officer (Facilities) and Equipment and Assets Supervisor.
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
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.
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.
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.
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.
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.
Bachelor’s Degree or four (4) years of paid work experience in lieu of a Bachelor’s degree is required.
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;