Office Coordinator Communications Manager Sponsorship Coordinator Regional Fund Management Specialist

Typical Responsibilities – Key End Results of Position1. Fleet Management
Provide support and direction to the drivers and ensure that they are executed in line with organizational guidelines; providing all information as required to KCO Fleet Coordinator/Head Driver.
Maintain and update all required records and paperwork for vehicles and drivers.
Manage fuel and maintenance contracts as needed.
Ensure that planned preventative maintenance is carried out to a high standard with minimum disruption to program activities.
Ensure that all drivers are briefed on and adhere to organizational policies and procedures.
2. Asset Management
Ensure that the asset register is well maintained
Ensure that all assets have been issued a unique identification number and tracked on a central asset register, maintained at the Country Office
Regularly update the asset register whenever transfers, disposal, loss, changes in condition and procurement take place with details of that transfer, disposal etc.
Coordinate a full physical verification of the asset register at least once a year to verify that the assets are in place and ascertain their condition.
Ensure that the users of general program equipment and assets are briefed/trained on how to operate and care for the equipment correctly
Ensure that general program equipment and assets are kept in good condition, serviced as required and when necessary, promptly repaired in compliance with any existing warranty
Report to the Management on the condition of equipment and any discrepancies if found
3. Warehousing/Storage Management
Manage the transport and warehousing/and or storage contract if and when needed
Ensure that all incoming and outgoing stock is controlled according to organizational procedures and that all appropriate paperwork is in place.
Ensure that all program documentation related to warehousing or storage and those used in distributing items is properly filed and is in order
Make proper arrangements for receiving and dispatching commodities
Submit monthly stock reports to the programs department and/or designated program managers
Ensure that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to management.
Ensure that stocks are stored in appropriate conditions according to their specific requirements and that Office Assistants are briefed on this.
Ensure that all incoming and outgoing stock targeted for beneficiary distributions and programme use are captured into the system according to the policies and procedures.
Authorize and approve stock movements that have been captured
Ensure that stock and physical inventory are properly reconciled and are always balancing.
4. Property and Security
Ensure that contracts, leases and other agreements are properly prepared and updated so as to meet organizational needs, include fair and reasonable commitments from service vendors, and comply with country government law.
Serve as security focal point person for the Program Unit – staying up-to-date on security of the premises and alarm systems.
Make sure that the premises are always clean, accessible and no hazardous material are left unattended.
5. Travel
Responsible for all the travel arrangement within the Program Unit
Maintain a database of all the travels and accommodation of all field staff and visitors
Be the focal point for the travel agents and taxi to ensure that the Program Unit is given the best services and value for money
Brief Management on any issues related to travel and suggest best practices
Educational Qualification and Experience
Bachelor’s degree in Business Administration or related field
3-5 years’ experience of progressive responsibility in administration
2 years’ experience in managing a team
Basic computer literacy – working with MS Office
Skills Specific to the Post
People skills (communication, supervision, negotiation, influencing)
Report writing skills
Competencies
Takes initiative
Takes responsibility
Analytical ability
Team orientation
Problem solving
Multi-tasking
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