Senior Manager - Regional Property, Travel & Logistics at Church World Service

Primary Purpose

Working under the direction of the Regional Director of Finance and Operations, the Regional Property and Logistics Coordinator- Africa Region will be responsible for managing the property and logistics teams in the CWS/RSC Africa coordination office in Nairobi. Her/his main responsibilities will be to administrate logistics flows for storage, assets, transport of people and goods, fleet, and facilities as well as supporting the Property and Logistics teams in country offices. This position will work closely with the Programs and Administration Coordinators and is an active participant in RSC Africa’s Leadership Team.

Key relationships:

Internal to CWS: CWS HQ, Program and Administration Departments

External:  Vendors and Service providers

Responsibilities

• Leadership and Management:
• Manage the fleet team by ensuring that they are applying appropriate behavior and procedures according to CWS/RSC standards, guidelines and SOPs
• Manage task dispatch according to the evolution of activities and to the evolution of team size, in collaboration with the Director of Finance and Operations
• Support team of managers and supervisors to manage and lead the team below them
• Assess the workload and the capacity of the teams to absorb new projects, on regular bases, according to KPIs, and report concerning situations to the line manager, with propositions for solving the situation in the short and long term

Compliance

• Develops, maintains and ensures the adherence to policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of CWS Africa, and to ensure compliance with the Cooperative Agreement, relevant United States Government (USG) and CWS policies
• Develops internal compliance checks and reporting mechanisms
• Works closely with Finance Manager to perform regular internal audits and compliance checks
• Liaises with the Compliance Coordinator, Management and Training Coordinator and Country Office Management to ensure Country offices are compliant with the Cooperative Agreement and relevant USG and CWS policies
• Ensures compliance with fileserver organization and group email protocols

Property and Logistics Management:

• Responsible for end to end stock management process, to include documentation and reporting, that required safety and security measures are in place. This could include ad hoc spot checks to identify any areas of concern and ensure processes are being followed and allow for efficiency.
• Responsible for end to end asset management process, to include documentation and reporting, that required safety and security measures are in place. This could include ad hoc spot checks to identify any areas of concern and ensure processes are being followed and allow for efficiency.
• Responsible for management of CWS transportation and fleet. This includes ensuring adherence to all safety and security protocols, ensuring maintenance and management Sop's are being followed exactly and ensuring the maintenance and upkeep of all required documentation.
• Responsible for oversight for all CWS facilities, to include up to date and legal paperwork is in place at all times. This includes ensuring that all facilities are adequately set up and maintained to allow for seamless CWS operations at all times, and that security protocols are adhered to and maintained at all times.
• Responsible for operational excellence at all times and across all areas of supervision.

Engagement and Representation

• Coordinate with budget holders from different departments and internally within the procurement and logistics teams to ensure efficient and timely full procurement cycles are maintained,, as per procurement plan and as per the procurement Standard Operating Procedures (SOP)
• Support and encourage regular systemic communication between procurement focal points and requesters.
• Support and encourage well anticipated, coordinated and organized transport and delivery to the needs of the organization
• Communicate and meet regularly with country Property and Logistics Managers in order to exchange good practice, support needs and help that could be provided
• Ensure that reporting and monitoring tools are shared on regular bases and to the right managers

Other Functions

• Serves on the RSC Africa Safety and Security Management Team
• Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintain the high professional standards of RSC Africa and CWS

Qualifications

Experience:

• 8 years paid working experience, with at least 3 years direct supervisory experience is required.
• Progressive experience with an international NGO in a similar position required.
• Proven experience with financial management on US federal government funded projects and knowledge of US federal government financial regulations required.
• Knowledge of Kenya laws and customs preferred.
• Experience with overseas processing or US refugee resettlement preferred.

Skills:

• Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required
• Excellent organizational and time management skills
• Strong verbal and written English language skills

Abilities:

• work and make decisions independently and contribute to overall operations at management levels
• exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field 
• maintain a high-performance standard with attention to detail, completing tasks within set timeframes
• exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems
• deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public
• 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)

Education & Certifications:

• Bachelor’s Degree in Supply Chain, Procurement, Logistics, Finance, Accounting, Business Administration, Public Administration or related field is required
• Master’s Degree preferred