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Church World Service (CWS) was founded in 1946 and is a cooperative ministry of 37 Christian denominations and communions, providing sustainable self-help, development, disaster relief, and refugee assistance around the world. The CWS mission is to eradicate hunger and poverty and to promote peace and justice at the national and international level through c...
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Primary Purpose:
This position is primarily responsible for driving and maintaining CWS/RSC Africa vehicles to complete assigned errands on behalf of the organization
Essential Duties:
- Drives CWS/RSC Africa motor vehicles to complete assigned duties.
- Cleans and cares for official CWS/RSC Africa vehicles. Conducts regular checks of vehicles to ensure that they are mechanically sound and in good working order and reports any problems noted to the Property Supervisor.
- Provides safe transportation to meetings and other destinations for CWS/RSC Africa staff and visitors on official business.
- Posts and collects mail, weighs and affixes the correct amount of stamps on letters and packages.
- Assists in the safe banking of CWS/RSC Africa checks and cash as well as replenishment of petty cash.
- Maintains accurate records of deliveries made to other offices in the CWS/RSC Africa delivery book.
- Performs general clerical duties as may be assigned and which may include photocopying and packing supplies for field team travel.
- Facilitates the processing of work permits and alien registration certificates for expatriate staff and the processing of visas for CWS/RSC Africa staff proceeding on circuit rides and any other official travel.
- Repairs minor mechanical problems on the CWS/RSC Africa motor vehicles after confirming the same with the Property Supervisor.
- Obtains quotations and makes simple purchases on behalf of the office and as per instructions by the Property Supervisor or the Property Manager.
- Records each and every trip made in the mileage book.
- Ensures that the fuel level in each vehicle does not go below half tank.
- Performs other duties, which are developed and assigned in order to improve the operations of the CWS/RSC Africa office.
- Facilitates statutory payments and other utilities payments.
- Ensure relevant vehicle documents are up to date and well displayed which include inspection stickers, insurance certificates, speed governor stickers and any other.
- Checks and confirms all required equipment in the vehicle are in good working condition; first aid kit, tools, jerk and handle, wheel spanner, spare wheel, torch etc
- Operates CWS/RSC Africa motor vehicles with absolute observance of CWS/RSC traffic protocols and the government traffic rules.
- Keeps tabs with security advisories at all times.
Qualifications:
Experience:
- Four years driving experience
Skills:
- Strong computer skills, in particular Microsoft Excel, Word, and Outlook required
- Working knowledge of basic motor vehicle mechanics.
- Good working knowledge of Nairobi routes and the surrounding areas.
- Excellent organizational and time management skills
- Strong verbal and written English language skills
- Demonstrated organizational and time management skills
Education & Certifications:
- High School certificate required.
- B and C Category driving license
- Training on Defensive driving
Abilities:
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records;
- Analyse 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).
- Strong English communication skills, both written and oral.
- Ability to work in a multi-cultural environment required.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
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Primary Purpose:
This position is primarily responsible for Supervising and Coordinating the duties of the others drivers and maintenance of the CWS/RSC Africa vehicles to complete assigned errands on behalf of the organization.
Essential Duties:
- Serve as the point of contact for the drivers and other staff members.
- Prepare and maintains monthly reports on vehicle performance and fuel consumption.
- Record mileage for reimbursement claims for every Senior Management Team staff position assigned a vehicle.
- Coordinate and assigns transport schedules to the transport team as per operational needs including mapping out routes during trips to determine the most efficient service delivery.
- Maintain up to date knowledge of all traffic regulations both from the government and organization policies.
- Communicate efficiently to all staff across RSC Africa.
- Provide guidance and advice to transport team in observing protocols
- Plan and make necessary transport adjustments in impromptu situations.
- Works with staff security in the event of an accident involving CWS vehicles.
- Coordinate repairs and maintenance for all CWS vehicles including cleaning.
- Provide a Security awareness to the other drivers by familiarizing himself with Security updates and being in touch with our security team and providing the same information to the other drivers. This includes riots and demonstrations updates.
- Provide a clear sense of direction to the other drivers and build trust and therefore maximize team performance.
Qualifications:
Experience:
- Five years driving experience
Skills:
- Strong computer skills, in particular Microsoft Excel, Word, and Outlook required
- Working knowledge of basic motor vehicle mechanics.
- Good working knowledge of Nairobi routes and the surrounding areas.
- Excellent organizational and time management skills
- Strong verbal and written English language skills
- Demonstrated organizational and time management skills
Education & Certifications:
- High school certificate is required.
- B and C Category driving license
- Training on Defensive driving
Abilities:
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records;
- Analyse 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).
Important Requirements:
- Strong English communication skills, both written and oral.
- Ability to work in a multi-cultural environment required.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
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Primary Purpose:
This position is primarily responsible for the receipt, distribution and maintaining accurate records of office supplies.
Essential Duties:
- Receives equipment and supplies destined for the store and cross checks purchase orders and delivery notes to ensure that the correct items, quantities and quality have been supplied to RSC Africa.
- Maintains accurate records of the movement of office supplies and equipment to and from the stores.
- Receives requisitions from staff for stationery among other supplies and ensures timely distribution every Wednesday or as required
- Issues supplies for each new employee and recovers the supplies when staff members leave RSC Africa.
- Maintains ample stock levels in the stores by presenting timely purchase requests for supplies that are at re-order levels through liaising with the Property Supervisor or the Procurement Officer.
- Ensures that stocktaking is carried out on quarterly basis with the Senior Accountant.
- Ensures that the supplies in the store are arranged and labeled properly to ensure easy retrieval of items and to facilitate stocktaking.
- Ensures that a weekly stock report is run, updated and shared with the Property supervisor every Wednesday for stock level tracking purposes.
- Ensures that the store is clean, properly arranged and stock in the store is properly secured.
- Monitoring the usable life span of expiring stock and inform the property supervisor of the condition of these stock items.
- Determining the appropriate and efficient methods of storing various supplies in the store.
- Maintains and monitors stock levels in the SAGE Accounting System.
- Ensures that all store policies, procedures, and controls are followed.
- Packs supplies and equipment for Field Trips and receives the equipment on return of the Field Trip and ensures all equipment are returned in good working condition.
- Assists in carrying out general clerical duties such as photocopying.
- Assists in banking of checks and cash and acts as a back-up to the drivers.
- Performs any other duties assigned in order to improve the operations of the RSC Africa office.
Qualifications:
Experience:
- Four (4) years work experience required.
- One experience in stores management and stock recording.
- Experience in the Non-Governmental sector preferred.
Skills:
- Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
- Excellent English communication skills, both oral and written
- Excellent organizational and time management skills
- Excellent understanding of confidentiality
- Strong interpersonal skills
- Strong analytical skills with the ability to understand, process, and document information
Education & Certifications:
- Bachelor’s Degree in Logistics or Supply Chain Management or a related field required or four years of directly related experience in lieu of a Bachelor’s Degree.
Abilities:
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records;
- Analyse 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).
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Primary Purpose:
This position is primarily responsible for the Asset management, servicing of the assets, Transport/Fleet Management and General Office facilities maintenance. This position is under General Service Department, Property Unit and reports to the Property Supervisor
Essential Duties:
- Assists in verification of weekly inventory vs physical materials
- Confirm materials/supplies received from the vendor in conjunction with the Stores assistant.
- Review of usage of assets issued to staff and request for replenishments.
- Assist the Property supervisor in property audit/Asset management and maintenance of accurate records
- Running errands i.e. duplication of keys and other minor purchases.
- Assist in organizing for meetings in conjunction with the janitors.
- Schedule periodical servicing of assets with the Contractors.
- Tagging of assets
- Assist the Property Supervisor in supervision of the contractors.
- Prepare monthly fuel reconciliation sheet for RSC Africa official vehicles to determine top up amount for each vehicle
- Scheduling transport for RSC Africa staff and IT deliveries.
- Assist in management of RSC Africa staff phone airtime and MIFI data bundles i.e. top ups and monthly renewals.
- Inspecting property conditions and coordinating maintenance work.
- Help in resolving property related issues in a professional manner.
- To contribute to activities of other departments if necessary as directed by the property supervisor.
- To assist the Property Manager when planning for future development in line with strategic CWSRSC Africa objectives.
- Report any defective equipment, furniture or other office appliances to the property supervisor
- Assist the property supervisor to carry out building routine checks to ensure that CWS RSC Africa offices are cleaned properly by janitors.
- Be aware of and complying with safe working practices as instructed and in accordance with policies and procedures e.g. fire evacuation procedures, data protection.
- To assist the Property Manager when overseeing building projects renovations or refurbishments.
- Monitor the property mailbox, respond to requests appropriately and escalate any issues that they cannot handle.
- Performs any other duties assigned in order to improve the operations of the RSC Africa
Qualifications:
Experience:
- Four (4) year’s work experience required
- Two (2) Years’ experience in Facilities, Office, Vehicle/Transport, Stores and Asset Management.
Skills:
- Microsoft Office skills mainly Excel.
Education & Certifications:
- Bachelor's degree or equivalent, or additional four (4) years work experience in lieu of bachelor’s degree.
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).
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Primary Purpose:
This position is primarily responsible for managing the motor pool, inventory/assets, and supplies. This position directly supervises Property Officers, Drivers and Stores Assistants.
Essential Duties:
- End to end asset management from acquisition, record keeping, insurance, maintenance and disposal.
- Manages the RSC Africa motor pool and advises on motor vehicle needs such as disposal or new purchases.
- Directly supervises eight drivers, three Property Officers, and three Stores Assistants.
- Manages all RSC Africa equipment and ensures proper maintenance schedules are adhered to
- Oversees Management of Property contractors and service agreements to ensure they deliver their services as per their contracts.
- Oversees inventory levels and ensures that adequate levels are maintained for uninterrupted refugee processing.
- Periodic reporting of Asset Management, Supplies and Fleet Management activities.
Compliance.
- Oversees RSC Africa Property functions and ensures integrity and strict adherence to the compliance with US Government requirements, CWS and RSC Africa policies, guidelines and procedures
- Coordinates asset and fleet management functions with CWS Africa Sub-offices offering support and ensuring compliance with the main SOPs
- Ensures development, implementation, dissemination and monitoring of standard operating procedures (SOPs)
- Monitor the Property Mailbox and ensure that the established protocols are being followed.
Management and Analysis.
- Conducts regular market surveys to determine the best price for quality goods and services
- Oversees the requisition, maintenance, and inventory arrangement of expendable and non-expendable equipment, assets, supplies and vehicles
- Takes lead on monthly projections and annual budget preparation and revisions, and monitors expenses in accordance with authorized budgets
- Ensures that insurance is in place for all property and other liabilities in accordance with the laws in all RSC Africa offices
Performance Management.
- Supervises, manages and evaluates staff performance under their supervision
- Ensures coaching, mentoring, feedback and corrective action plans are being carried out where needed.
- Ensures that staff receive the necessary annual trainings in different aspects of their areas of specialization
Staff Care.
- Monitors and ensures a safe, healthy and professional work environment.
- Actively supports staff by promoting safe space, open-door and the escalation policy.
- Monitors time and attendance records for the staff under their supervision.
- Ensure direct reports are accessing and using their benefits appropriately including leave.
Program Administration
- Coordinates some tasks on behalf of the Property Manager, Senior Property Officer or Property Officers in their absence.
- Other duties as assigned by CWS/RSC Africa Management.
Qualifications:
Experience:
- Six (6) years paid work experience required
- Four (4) years related work experience required.
- Supervisory experience required.
- Experience working with contractors and vendors required.
- Three years’ experience working with an International NGO preferred.
- Experience managing an NGO motor pool preferred.
- Asset Management experience.
- Experience managing inventories and ensuring stock levels are appropriately maintained preferred
Skills:
- Knowledge of RSC Africa asset and fleet management procedures preferred.
- Demonstrated computer skills, especially Microsoft Excel
Education & Certifications:
- Bachelors degree in Business Administration or a related field required, or four (4) years additional experience in lieu of a Bachelor’s degree required.
Abilities:
- Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
- 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
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Supervision:
- This position reports directly to the Administration Coordinator and directly supervises the Senior Property Officer (Facilities) and Equipment and Assets Supervisor.
Essential Duties:
Compliance
- Oversees RSC Africa Property functions and ensures integrity and strict adherence to the compliance with US Government requirements, CWS and RSC Africa policies, guidelines and procedures
- Ensures development, implementation, dissemination and monitoring of standard operating procedures (SOPs)
- Coordinates property functions with CWS Africa Sub-offices offering support and ensuring compliance with the main SOPs
- Reviews all contractual agreements for all facilities, and maintains copies of all relevant contracts
- Reviews all contractual agreements for goods and services, equipment and insurance, and maintains copies of all relevant contracts
- Establishes and continuously reviews monitoring systems and ensures that they are used consistently to ensure compliance
- Works closely with Administration Coordinator and Senior Regional Coordinator and to perform quarterly manager level internal audits and compliance checks for facilities, vehicles, equipment and assets for all RSC Africa offices
Management and Analysis
- Conducts regular market surveys to determine the best price for quality goods and services including office spaces
- Oversees the requisition, maintenance, and inventory arrangement of expendable and non-expendable equipment, assets, supplies and vehicles
- Takes lead on monthly projections and annual budget preparation and revisions, and monitors expenses in accordance with authorized budgets
- Monitors to ensure that the property management company services are delivered and accounted for accurately
- Ensures that insurance is in place for all property and other liabilities in accordance with the laws in all RSC Africa offices
- Monitors RSC Africa group mailbox and communication with service providers and staff to ensure that it is professional, timely and proactive
- Ensures that adequate inventory levels are maintained for all supplies
- Oversees construction contracts, contractor meetings and implementation of the timelines
Performance Management
- Supervises, manages and evaluates staff performance under their supervision
- Ensures coaching, mentoring, feedback and corrective action plans are being carried out where needed.
- Ensures that staff receive the necessary annual trainings in different aspects of their areas of specialization.
Staff Care
- Monitors and ensures a safe, healthy and professional work environment.
- Actively supports staff by promoting safe space, open-door and the escalation policy.
- Establishes and communicates clear expectations to staff to foster a predictable and consistent work environment.
- Ensures that reasonable working resources are availed to staff in the unit.
- Monitors time and attendance records for supervisors
- Ensure direct reports are accessing and using their benefits appropriately including leave.
Program Administration
- Participates in hiring of necessary staff, developing job descriptions and takes the hiring manager role for staff in the unit
- Ensures that positions are staffed as budgeted
- Coordinates some tasks on behalf of the other Administration Coordinator and Property Supervisor during times of absence.
- Other duties as assigned by CWS/RSC Africa Management.
Qualifications:
Experience:
- Eight (8) years of paid work experience .
- 2 years of supervisory experience is required.
- Experience working with NGO procurement is preferred
- Two years of related experience in fleet and facility management and construction administration is required.
Skills:
- Demonstrated computer skills, especially Microsoft Products.
- Excellent organizational and time management skills.
- Strong verbal and written English language skills.
- Knowledge of US Government procurement standards is preferred.
Education:
- Bachelor’s Degree or four (4) years of paid work experience in lieu of a Bachelor’s degree is required.
Abilities:
- Ability to maintain the confidentiality and integrity of accounts and budget information;
- Ability to communicate effectively both verbally and in writing;
- Ability to follow instructions from the Supervisor with a positive and receptive attitude;
- Ability to deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
- Ability to conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
- Ability to maintain a high performance standard with attention to detail;
- Ability to carry out all of the duties of the position efficiently and effectively with minimal supervision;
- Ability to work independently and contribute to overall operations at management level;
- Ability to take initiative
- Ability to lead others and address issues as they arise;
- Ability to maintain strict confidentiality with RSC Africa administrative and operational information;
- Ability to manage a large and diverse workload under pressure with competing priorities;
- Ability to analyze and solve complex problems;
- Ability to work well as a team in a multi-cultural environment while maintaining a high level of motivation;
- Ability to effectively manage RSC Africa’s resources;
- Ability to actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;
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Primary Purpose:
This position is primarily responsible for managing the RSC Africa Office facilities, Stores, Parking spaces, and RSC Africa Motor Pool. The aim of this role is to ensure RSC Africa facilities and fleet are maintained in a condition that ensures a safe working environment for all staff and partners while ensuring sustainable utilization of resources. This position directly supervises two Property Officers, the senior driver and seven drivers.
Essential Duties:
- Oversees RSC Africa office facilities and ensures they are well maintained.
- Acts as the key liaison between RSC Africa and the property management companies.
- Management of office leases to ensure that renewals are done prior to expiry.
- Scouting for new offices spaces and participate in lease negotiations as per established policies and procedures.
- Building and Equipment Maintenance. Ensures that the office buildings are kept in good condition by maintaining and implementing maintenance schedules for all maintenance work that includes; painting, equipment service and other corrective maintenance activities.
- Construction Project Management. Manage all fit out projects in any of the RSC Offices.
- Contract and Contractor Management. Participate in preparation of scope works and liaise with the Procurement team to obtain contractors for all building maintenance services. Maintain a database of all facilities contracts and ensure they are renewed or tendered out prior to expiry. Participate in contractor performance evaluations.
- Manages the RSC Africa motor pool and advises on motor vehicle needs such as disposal or new purchases.
- Directly supervises two property officers, one senior driver and seven drivers.
- Periodic reporting on Facilities Management and Fleet Management activities
- Ensure that payments for all services and utilities are paid on time.
- Takes lead in ensuring that the Health and Safety requirements are observed by all staff and contractors.
- Takes lead in ensuring that RSC Africa is sustainably conducting its operations by implementing and maintaining environmental sustainability initiatives.
- Coordinates facilities and fleet management functions with CWS Africa Sub-offices offering support and ensuring compliance with the main SOPs
- Takes lead on monthly projections and annual budget preparation and revisions, and monitors expenses in accordance with authorized budgets
- Supervises, manages and evaluates staff performance under their supervision
- Monitors and ensures a safe, healthy and professional work environment.
- Actively supports staff by promoting safe space, open-door and the escalation policy.
- Monitors time and attendance records for the staff under their supervision.
- Ensure direct reports are accessing and using their benefits appropriately including leave
- Coordinates some tasks on behalf of the Property Manager, Property Supervisor or Property Officers in their absence.
- Other duties as assigned by CWS/RSC Africa Management
Qualifications:
Experience:
- Six (6) years’ overall work experience required
- Four (4) years related work experience required.
- Experience working with contractors and vendors required.
- Three years’ experience working with an International NGO preferred.
- Experience managing leases and building maintenance contracts.
Skills:
- Knowledge of basic building construction, interpretation of basic building floor plans.
- Demonstrated computer skills, especially Microsoft Excel, Microsoft Word, Microsoft PowerPoint etc.
- Good presentation skills.
Education & Certifications:
- Bachelors’ degree in Engineering, Construction Management, Quantity surveying, Architecture or a related field required, or four (4) years additional work experience in lieu of a Bachelor’s Degree is required.
Abilities:
- To ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
- 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).
Method of Application
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