Job Summary:
The core function of the Assets and Logistics Systems Specialist is to develop robust assets and logistics systems that will ensure that the movement and allocation of project materials and assets are done in a manner that will demonstrate and demand for accountability and at every part of the movement and allocation process.
The Asset and Logistics Systems Specialist will play a key role in the enhancement and development policy documents on asset and logistics management and document process flows for these two areas.
The Specialist will train the Administration staff on the systems developed as well as develop the relevant reports that will enhance the monitoring of assets and logistics processes.
Responsibilities and Tasks:
Asset Management
• Support the cleaning up of the Asset Register by ensuring correct and accurate information for each asset in the register is recorded.
• Plan and manage an asset and inventory stock take that will support the cleaning up of the asset register.
• Ensure that all assets as per the register physically have the correct asset tag as set up in the register
• Establish a system of segregating Inventory versus Asset in the Asset register recording process
• Set up documentation flow for asset and inventory management that will be incorporated in the Assets Policies and Procedures manual.
• Train the administration staff entrusted in asset administration on the documentation flow and accountability expected at each step
• Identify process of ensuring that each asset and inventory in the register is identified by the relevant SCALA transaction number for audit trail.
• Establish a process of verifying and evaluating condition of each asset in order to track assets that require disposal
• Ensure that each staff has completed and submitted the Inventory Custody Form and that this has been properly within the asset documentation and a copy sent to HR to be filed in the personnel file.
• Establish and implement an Asset filing system for all asset records.
Logistics Management
• Develop a Logistics Policies and Procedures manual in relation to movement of project materials, assets and inventory. This will involve setting up documentation flow on logistics movement from supply of materials/assets/inventory to distribution to end user.
• Identify and establish (where not in place) the various logistics documents to be signed off by the logistics staff that will ensure the proper recording of the movement of materials/assets/inventory to maintain an accurate audit trail and demand for accountability from the staff handling the process.
• Establish a stores recording system comprising of but not limited to:
1. Receipting of goods into the stores.
2. Placement of goods at various identified/designated store areas (and therefore a recording system per each designated store areas)
3. System for requesting items from the stores and relevant documents to be signed off
4. Periodic stock takes and reconciliation reports to the stores records
• Establish Internal Control procedures for Logistics Management
• Identify and establish appropriate segregation of duties within the logistics movement processes
• Establish and develop relevant Logistics reports that need to be prepared identifying those for each logistic function that will feed into a consolidated report for each store (verified by reconciliations) prepared by the office in charge of the store. These reports will further feed into a comprehensive management report prepared by the Administration Manager or Coordinator in each Sub office for the overall overview and monitoring by the General Administration and Procurement Manager.
• Identify obsolete items in the various stores and establish a disposal process for management review and authorization.
• Establish and implement a Logistics recording and filing system.
General Responsibilities
• Support the establishment or enhancement of systems that interface between Asset and Logistics Management with Procurement and Finance.
Authority:
• Spending Authority: Kshs 400,000
• Supervision: The Logistics Officers and the Asset Management Officers will maintain a direct reporting line to their current supervisors. However, these positions will have an indirect dotted reporting line to the Assets and Logistics Specialist for the period when the assets and logistics systems are being developed.
Contacts/Key Relationships:
1. Logistics Officers
2. Asset Management Officers
3. Administration Coordinator
4. General Administration and Procurement Manager
5. Deputy Director Finance & Administration Services
6. Internal Audit and Compliance Manager
Working Conditions:
The position based will be Nairobi. However, there will be extensive field visits to each Sub Office in order to implement the systems developed
Qualifications:
Education: Degree in Business Administration/Commerce or in Logistics Management.
Experience: At least 3 years experience in Administration Management which includes management of assets and logistics. Demonstrable experience in setting up asset and logistics management systems. Experience in the development of policies and procedures will be and added advantage.
Competencies: Ability to review and analyze process flows identifying gaps and implementing recommendations to fill the gaps. Excellent writing skills. Strong computer skills especially in MS Office and Database software. Good interpersonal skills while demonstrating leadership to all levels.
Qualified candidates are invited to send their application letters together with a detailed C.V with three professional referees, daytime telephone contacts by 25th February 2011 to
The Human Resources & Development Manager,
CARE International in Kenya,
Email: Vacancies@care.or.ke.
Only short listed candidates will be contacted.
CARE is an equal opportunity employer and promotes gender equity.
Canvassing will lead to automatic disqualification.
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