Job Summary:
The Senior Admin Officer – Assets and
Inventory Management will be responsible for managing and overseeing all
aspects of asset management and inventory control in support of the
delivery of high-quality programming to the poor and vulnerablewithin CRS
Kenya, Somalia, and EARO. This role ensures efficient handling, safekeeping,
and accurate tracking of organizational assets and inventory, complying with
both CRS’s policies and donor requirements, and international and local
supply chain accountability standards and requirements.
Roles and Key Responsibilities:
Tag and issue/assign assets to respective users
within CRS’s operational locations, including the management of Property
Tracking Forms (PTFs).
Maintain an up-to-date asset register of all assets
owned by the Country Program, assignment records to staff and partners, sales,
donations, destructions and write-offs approved by the Country Representative.
Manage and maintain a comprehensive electronic database of expendable and
non-expendable property; enter data on all incoming expendable and
non-expendable property, acquisitions, disposals, transfers, deletions and
corrections.
Compile records of assets for insurance, ensuring the relevant classes of insurance are obtained for assets held, including liaising with the insurers on acquisition of new assets valued over $500, refunds on disposals and lodging claims on losses and follow up on reimbursements.
Coordinate with IT and procurement departments for
the repair of faulty assets.
Consolidate and submit weekly Office Supply Reports
(OSRs) for office supplies issued out and ensure timely reporting to the
Warehouse Manager where necessary.
Plan for and support random periodic physical
inventory of assets to ensure accuracy of serial numbers, stock
descriptions, and exact location of property.
Support the annual physical asset verifications in
all field locations during the last quarter of each financial year; consolidate
and submit reports to management in compliance with donor requirements and
CRS’s policies.
Submit reports on physical inventories for assets
over $5,000 and Fixed Asset Notifications (FANs) to the Finance Manager and
Deputy Head of Operations in a timely manner, and reconcile these records with
the General Ledger.
Oversee the coordination of deliveries from local
vendors to warehouses and to end users, ensuring timely and accurate receipt of
goods.
Physically inspect delivered goods, arrange them in
designated locators, update bin cards, and verify supplier documents against
CRS Purchase Order terms.
Update requestors on the status of deliveries and
ensure all details are captured correctly in the Insight system based on the
LPO/requisition lines.
Be the focal person for coordinating with the courier
company and oversee the dispatch of items destined for the CRS field
offices.
Manage store issuances, including sorting, packaging,
labeling, and dispatching to respective field offices; ensure end users sign
off on Bin Cards and OSRs. Share all OSRs with the Warehouse Manager weekly and
prepare Request For Goods and Services forms (RFGS) for replenishment of office
supplies
Conduct monthly stock checks, compare balances with
Stock on Hand (SOH) from Warehouse Manager, and coordinate activities to
maintain warehousing/storage facilities.
Conduct routine inspections of storage facilities,
eliminate damages and deficiencies, ensure cleanliness, and secure necessary
equipment and supplies for proper storage.
Perform monthly cycle counts and support the annual
physical inventory counts and share reports with the Warehouse Manager and
Deputy Head of Operations.
Provide coverage for the Facilities Manager
(Warehouse Manager persona) when on leave. Any other duties may be assigned by
the supervisor to meet the needs of the unit and operations department as and
when needed.
Knowledge, Skills and Abilities
Good planning, organizational and time management
skills
Strong customer service orientation with very good
communication and interpersonal skills
Ethical conduct and ability to maintain
confidentiality
Proactive, resourceful, solutions-oriented and
results-oriented
Required Languages – Good oral and written communication skills in
English
Travel– Must
be willing and able to travel up to 30% to field locations
Supervisory Responsibilities (if none, state none): None
Key Working Relationships:
Internal : CRS Staff
External : CRS Business Partners (vendors and implementing
partners)
Required Qualifications:
Bachelor’s degree in Supply Chain Management,
Logistics, Business Administration, or related field.
At least 5 years of experience in asset and inventory
management, preferably within an NGO setting.
Proficiency in using inventory management software
and systems. Experience with Oracle ERP systems is a plus.
Proficient in MS Office package (Excel, Word,
PowerPoint, Access). Experience with database management systems (e.g. MS
Access) is a plus.
Strong organizational skills and attention to detail.
Excellent communication and coordination skills.
Desired Skills:
Proven ability to manage and complete tasks according
to scheduled deadlines.
Experience in handling insurance claims and
coordinating with insurance providers.
Strong analytical skills and the ability to work well
under pressure.
Knowledge of donor requirements related to asset
management in the NGO sector.
How To Apply
