Senior Admin Officer – Assets and Inventory Management at

2 months ago

Nairobi, Nairobi Area, Kenya Catholic Relief Full time

Catholic Relief Services (CRS) is an international non-governmental organization supporting relief and development work in over 99 countries around the world.

CRS programs assist persons on the basis of need, regardless of creed, ethnicity or nationality and works through local church and non-church partners to implement its programs.


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)

QUALIFICATIONS

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.

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