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Job Description/Requirements
Position Title: Senior Property Officer
Reports To: Operations Manager
Division: CWS Africa
Department: Programs
Job Location: Kampala, Uganda
Grade Level: Grade 6, Senior Officer/Specialist, National
Direct reports: Drivers, Receptionist and Janitors
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
- The primary role of this position is management of the stores, Assets, Vehicles and the building, ensuring staff members have the necessary supplies to perform their duties as and when needed.
Key Relationships
Internal to CWS
- Country Representative Uganda
- Operations Manager Uganda
- CWS Staff
External
- Vendors
Work Environment
- Primarily in-office.
- Periodic travel to the field as may be required
Responsibilities
Administration (70%)
Stock and Asset Management
- Ensuring that proper records of stock levels in the two stores is well managed by maintaining the allowable stock levels.
- Undertaking the quarterly stock take in conjunction with Accounts department to ensure there is proper management of resources.
- Ensuring the items/supplies received are as per the LPO or per the request put in by staff before signing the Goods Received Note.
- Keeping proper record of all CWS/RSC Assets.
- Servicing of the Assets as they fall due.
- Management of all contracts.
- Ensuring all assets are insured as and when acquired and filling claims with the insurance for any assets that is lost.
- Tagging of assets purchased and updating the same in the Asset management system.
Fleet Management
- Ensuring all vehicles are cleaned, serviced and in good working condition.
- Scheduling of office errands.
Premises Management
- Ensuring that the offices and staff working environment is clean and professional and periodical fumigation/sterilization of the offices.
- Acting as a liaison between CWS/RSC Uganda and Property Management Company by following up on any repairs done and the rent is paid as per the lease.
- Maintenance of the building by making sure electrical, plumbing, painting, and furniture repairs are done as and when required.
- Actively participating in construction/office renovations i.e. partitioning of offices, fire escape, ventilation system of the building etc.
- Responsible for key management by maintenance of proper record and ensuring only authorized staff are able to access the keys.
- Opening and Closing the Office.
Compliance (10%)
- Ensure compliance with Occupational Health and Safety measures
- Ensuring that CWS reception is managed in accordance with the security protocols and compliance requirements
Leadership and Management (15%)
- Supervising drivers , receptionist and the Janitors.
- Supporting the budget preparation for purchase of equipment, utilities and maintenance of Assets and the building
Additional roles and responsibilities (5%)
Any other duties as assigned.
Experience
Qualifications
- Five years related work experience preferred
- Supervisory experience required.
- Experience working with contractors and vendors required.
- Three years’ experience working with an International NGO preferred.
- Experience managing a motor pool required
- Experience managing inventories and ensuring stock levels are appropriately maintained
Skills
- Strong verbal and written English language skills.
- Demonstrated computer skills, especially Microsoft Word, Excel, and Outlook.
- Strong organizational and time management skills.
- Demonstrated integrity, accountability, and transparency
- Excellent organizational and time management skills
- Demonstrated skills in relationship with relevant stakeholders
- Knowledge of relevant legislation Ugandan laws
Abilities
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records.
- Analyze and solve complex problems and make sound decisions.
- Work with minimal supervision.
- Maintain a high-performance standard with attention to detail.
- Work independently and contribute to overall operations of RSC Africa.
- Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
- Collaborate with peers, management and other organizational departments in daily work
- Take ownership and responsibility of own work.
- Communicate openly and transparently with peers and management
Education & Certifications
- Bachelor’s degree in business administration or any related field required.
- Diploma in Facilities Management preferred.
- Valid Uganda driver’s license.
Important Requirements
Primarily indoors in a general office environment
Special Requirements
- COVID Vaccination is required for all successful candidates
- The candidate should be of good health, willing and able to travel occasionally 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 requires the use of laptops all the time. Competence in Microsoft Office package 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.
- 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.
- This is a full-time position.
- 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.
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