Job Title: Senior Admin Officer
Hiring Organization: Catholic Relief
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 06/12/2024
About
CRS
Catholic Relief
Services (CRS) carries out the commitment of the Catholic Bishops of the United
States to assist the poor and vulnerable overseas. Our Catholic identity is at
the heart of our mission and operations. We welcome as a part of our staff and
as partners people of all faiths and secular traditions who share our values
and our commitment to serving those in need.
CRS is an international non-governmental organization (NGO) supporting relief
and development work in over 100 countries around the world. CRS programs
assist persons on the basis of need, regardless of creed, ethnicity, race or
nationality. CRS works through local church and non-church partners, including
the Government to implement its programs.
CRS opened operations in Kenya in 1965. For over 50 years, we have worked
throughout the country to implement programs in agriculture, livelihoods,
health and nutrition, water, sanitation, emergency relief and peace building.
We have built deep relationships with the Government of Kenya and the Catholic
Church through ongoing collaboration and support.
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
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.
