Responsibilities

Leadership & Management (30%)

• Responsible for oversight of the Property Unit activities to include Fleet, Facilities, Stores & Assets.
• Provide direct supervision and leadership to the Property team to include team organization, performance management, training & development, staffing, conflict resolution, employee engagement, coaching and mentorship as well as day to day supervision of direct reports.
• Establish and monitor the achievement of unit and organizational objectives as well as identify, assess, manage risks to the achievement of those objectives and recommend mitigation strategies.
• Identify training needs, develop and implement training plans for the property team, in coordination with the Learning & Development unit.
• Establish and communicate clear expectations to staff to foster a predictable and consistent work environment.
• Ensure coaching, mentorship, feedback and corrective action plans are carried out where needed.
• Ensures that reasonable working resources are availed to staff in the unit.
• Promote a work environment that demonstrates openness and equity.

Administration (35%)

• Oversee planned preventive maintenance schedule for all organizations assets.
• Oversee requisition, maintenance, and inventory management of expendable and non-expendable equipment, assets, supplies and vehicles.
• Review all contractual agreements for all facilities and maintains copies of all relevant contracts.
• Ensure that insurance covers are in place for all property and other liabilities in accordance with the laws in all RSC Africa offices.
• Work closely with Regional Senior Manager Property, Travel and Logistics to undertake quarterly condition and compliance checks for facilities, vehicles, equipment and assets for all RSC Africa offices.
• Oversee construction contracts, chair contractor meetings and track implementation timelines.
• Ensure that adequate inventory levels are maintained for all supplies.
• Oversee routine condition assessment and ensure all resulting maintenance, upgrade and development needs are recorded and followed up for implementation.
• Review all contractual agreements for goods and services, equipment and insurance, and maintain copies of all relevant contracts.
• Manage contracts of outsourced service providers to ensure high standards of service delivery and compliance to CWS RSC policies and Service Level Agreements (SLAs) are met.
• Manage CWS RSC office space allocations to ensure optimal usage and that any office movements are effected with minimal disruptions to the users.
• Provide guidance to ensure proper maintenance of office facilities and on any capital investment requirements related to facility improvements/upgrades.

Risk & Compliance Management (10%)

• Oversees RSC Africa Property unit and ensure compliance with US Government requirements, CWS RSC Africa policies, guidelines and procedures.
• Oversee development, implementation, dissemination, capacity building and monitoring of standard operating procedures (SOPs).
• Coordinate property unit activities with CWS Africa Sub-offices offering support and ensuring compliance with the SOPs.
• Work closely with different stakeholders to address any compliance issues identified.
• Closely monitor processes in the Property unit to ensure efficiency and compliance.
• Follow-up and ensure resolutions of any audit findings.

Health & Safety (10%)

• Chair the Occupational and Health safety committee.
• Lead the Health and safety committee to identify gaps and develop early response mechanisms to any safety concern.
• Work with the Health & Safety committee to develop, implement and monitor the Occupational Health and Safety annual work plan.
• Work with the Health & Safety committee to ensure compliance with Occupational Health and Safety regulations and at the same time ensure that a safe work environment is maintained and that service providers adhere to policy guidelines in delivery of services.

Records & Data Management (5%)

• Oversee the monthly projections and annual budget preparation and modifications as well as undertake regular market surveys to determine the best price for quality goods and services including office spaces.
• Maintain and protect facilities records both hardcopy and electronic including all building/equipment /asset documentation such as manuals, warranty information, design documents, service records etc.
• Review and keep track of KPI’s to ensure high standards of service delivery are met.
• Ensure that the unit maintains verified and accurate data on facilities and asset management and establishes an updated database.
• Monitor expenses in accordance with the authorized budgets.

Engagement (5%)

• Manage communication with service providers and staff to ensure that it is professional, timely and proactive.
• Collaborate with all teams and other departments to understand their strategic needs and priorities and ensure they receive timely support and assistance.
• Maintain effective relationships with all stakeholders, including internal customers (staff), auditors, suppliers among others, ensuring that relevant communication is professional, timely and accurate.
• Identify clients’ needs and match them to appropriate solutions.

Additional Responsibilities (5%)

• Undertakes all duties as may be assigned by supervisor in order to improve on internal controls and financial operations for the overall achievement of RSC Africa’s goals and
• Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.
• Any other duties as assigned

Requirements

Qualifications

• A minimum of Eight (8) years’ work experience in Procurement/Supply Chain Management, Facilities Management, Office Management, Transport & Logistics, Construction management or other relevant field.
• At least Two (2) years of related experience in fleet and facility management, Property/Office Management, construction management, or related field is required.
• A minimum of two (2) years of direct supervisory experience is required.
• At least three (3) years’ work experience in the NGO sector is desired.

Skills

• Strong verbal and written communications skills required.
• Strong organizational and management skills, with particular attention to detail
• Computer literacy, with a strong emphasis on Microsoft Excel and Outlook.
• Excellent interpersonal skills and analytical skills.

Education & Certifications

• Bachelor’s degree in Business Administration/management, Public Administration, Supply Chain, Procurement, Logistics, or related field is required.
• Master’s Degree is preferred.