Senior Asset Management Officer

Working with and reporting to the Asset and Procurement Manager, the Senior Asset Management Officer will be in charge of the overall administration of warehouses at all MSIE office locations, supplies/stock management; and management of non-expendable assets. This includes standardizing the layout of warehouses at all locations and arrangement of supplies/stocks within the warehouses, ensuring that optimum stock-levels are established and maintained at all warehouses, raising purchase requests, establishing and maintaining proper records for all non-expendable assets and that the records are regularly checked against physical count of the assets, identifying non-functioning non-expendable assets and ensuring that they are timely repaired, replaced and/or disposed following MSIE’s and the government regulatory agency’s rules and regulations. S/he shall also contribute to the development of appropriate warehouse administration, and stock and non-expendable assets management systems, policies and procedures to support the business needs of the organization. S/he shall be expected to closely work with the Procurement Team and Area Office Administrative Officers in discharging those responsibilities.

 

The Senior Asset Management Officer shall also be responsible for overseeing and participating in receiving, storing, issuing and delivering of medical supplies, pharmaceuticals, medical equipment and other goods and services; maintaining required inventory levels; ensuring specifications, quantity and quality of orders are correct; verifying stock and identifying losses; and ensuring compliance with applicable regulations. In addition, s/he shall perform a variety of professional-level duties involved in the acquisition, distribution, property management/administration and disposition of assets in accordance with organization policy and federal regulations and policies

Detail Duties and responsibilities

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1)      Strategy Development and Planning

Objective: Assists in successful strategic development and national expansion in line with the values of MSI Partnership and The goals of sustainability and leading the family planning sector.

• Assist in the development of MSIE’s Warehouse Administration; and Stock and Non- expendable Assets Management Strategy to contribute to MSIE program sustainability and increasing access to family planning and SRH services in Ethiopia


• Participates in monthly and quarterly performance reviews


• Provide appropriate technical support and participate in target setting and in designing business plans to facilitate the procurement planning process.

2) Warehouse Administration and Asset Management

Objectives: To develop standard warehouse administration and asset management systems across the organization

• Standardizes the layout of warehouses and arrangement of supplies within the warehouses


• Establishes proper supplies codes for all MSIE supplies/stocks


• Establishes optimum stock-levels for major supplies and ensures that the stock levels are always kept at the optimum level


• Trains storekeepers on store handling procedures and on how to establish minimum stock levels, consumption estimates, reorder levels and other materials management systems


• Regularly identifies non-functional non-expendable assets at all MSIE offices and ensures that they are timely repaired, replaced and/or disposed following MSIE’s and government regulatory agencies rules and regulations


• Establishes proper warehouse management and administration systems and ensure that the established systems are implemented across MSIE warehouses


• develops and maintains asset register for all non-expendable asset that includes model, serial number, asset code, location, custodian, status/condition etc. of each non-expendable asset


• develops asset needs assessment, maintenance and disposal plans and monitor the implementation of maintenance and disposal plans


• plans and executes asset verification, investigation and report on variances, make necessary recommendations to resolve discrepancies, and update the asset register


• develop, implement and manage mechanisms to safeguard assets


• ensures that proper records are established for MSIE’s non-expendable assets at all office locations and that the assets are regularly checked for physical existence and condition/status


• prepares a monthly reconciliation with supporting schedules of the asset registers to the relevant accounting records, and resolve uncleared items


• reports on asset management information as required to internal and external stakeholders on time


• establishes and executes a performance measurement system to evaluate the effective utilization of assets


• confers with storekeepers for the purpose of determining storage space requirements and optimum stock quantities, stocks supplies and equipment for the purpose of maintaining required inventory levels


• Inspects warehouse equipment for the purpose of maintaining equipment in safe operating condition.


• leads and assists other staff in receiving, storing, issuing, conducting inventories  and delivering medical supplies, materials, furniture and equipment for the purpose of achieving supply objectives


• makes sure  manual and electronic documents, files and records (e.g. purchase orders, receiving and issuing notes, delivery documents, disposition reports, requisitions, etc.) are maintained for the purpose of providing an up-to-date reference and audit trail for compliance


• oversees the maintenance of warehouse facilities for the purpose of ensuring an organized layout and safe work environment


• ensures preparation of purchase requests or orders on time by pulling from stock for the purpose of meeting delivery requirements


• responds to inquiries of staff and vendors for the purpose of providing information and/or direction regarding the status of inventory and/or deliveries


• coordinates transportation of goods with transport unit to transport supplies, equipment, packages, etc. using either MSIE or rented vehicles for the purpose of picking up and delivering items to designated sites


• participates and facilitates annual physical inventory and regular stock takes


• ensures that all non-expendable assets are insured against damage or loss


• Establishes standard specifications and codes for all major categories of goods purchased by MSIE offices.


• Performs other tasks and responsibilities as directed by the Procurement and Asset Manager.

3) Team Leadership

Objective: Strategic oriented, motivated, productive and appropriately managed team

• Identifies training needs and organize training programmes in the area of stock and asset management, warehousing and warehouse administration for MSIE staff in consultation with the procurement and asset manager.


• Leads and provides guidance to the stores and asset management team.


• Performs other duties as assigned by the procurement and asset manager.

1. Required Qualification:

• BA Degree in Business Management, Procurement & Supplies Management or related field

2.  Experience

• At least 6 years of relevant work experience

3. Skills required, Attitudes and Attributes

• Strategic oriented


• Commitment to MSI Core Values


• High level of integrity and ethical behaviour


• Ability to use computerized stock and asset management systems


• Experience in managing medical/pharmaceutical supplies warehouses


• Good communication and interpersonal skills


• Ability to work under pressure


• Ability to make logical and timely decisions


• Quantitative, analytical  and problem solving skills,

Number of Positions:   One (01) positions;

Duty Station: MSIE– Addis Ababa Support Office

Salary:  As per MSIE salary Scale

Closing date: Oct 24, 2015

Interested and qualified applicants should mail only their Motivation letter and CV, within Ten (10) days from the date of this announcement to:

Please mention the Title of the position you applied for on the subject line of your email. Applications without the clearly marked subject will not be considered.

Senior Asset Management Officer