Position Title: Property Manager

Reports To: Regional Senior Manager Property, Travel and Logistics,

Supervisees: Office Management Supervisor, Property Supervisor InCharge of Stores & Assets, Property Supervisor incharge of Facility & Fleet

Division : Church World Service, Africa.

Department: Administration, Property Department

Team: Kenya

Job Location: Nairobi, Kenya

Grade Level: Job Grade 8, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

The Property Manager will oversee and ensure operational excellence is achieved in the overall management of CWS RSC Africa Facilities, Equipment, Assets and stores by partnering with key departments & program teams. The Property Manager will oversee the proactive management and maintenance of equipment, assets and facilities. The Property Manager reports directly to the Regional Senior Manager Property, Travel and Logistics and directly supervises the Facilities Supervisor in charge of Facilities and Fleet, Property Supervisor in charge of Assets and Stores and Office Management Supervisor.

Key Relationships

Internal to CWS

• Regional Senior Manager Property, Travel and Logistics.
• Other team members in the General services unit.
• All CWS RCS Africa staff.
• Direct Reports.

External

• Service providers, Auditors, Vendors & Customers

Working Environment

• Office environment. Periodic travel to the field as may be required

Core Job Responsibilities:

Leadership & Management (30%)

• Responsible for oversight of the Property Unit activities to include Fleet, Facilities, Stores & Assets.
• Provide direct supervision and leadership to the Property team to include team organization, performance management, training & development, staffing, conflict resolution, employee engagement, coaching and mentorship as well as day to day supervision of direct reports.
• Establish and monitor the achievement of unit and organizational objectives as well as identify, assess, manage risks to the achievement of those objectives and recommend mitigation strategies.
• Identify training needs, develop and implement training plans for the property team, in coordination with the Learning & Development unit.
• Establish and communicate clear expectations to staff to foster a predictable and consistent work environment.
• Ensure coaching, mentorship, feedback and corrective action plans are carried out where needed.
• Ensures that reasonable working resources are availed to staff in the unit.
• Promote a work environment that demonstrates openness and equity.

Administration (35%)

• Oversee planned preventive maintenance schedule for all organizations assets.
• Oversee requisition, maintenance, and inventory management of expendable and non-expendable equipment, assets, supplies and vehicles.
• Review all contractual agreements for all facilities and maintains copies of all relevant contracts.
• Ensure that insurance covers are in place for all property and other liabilities in accordance with the laws in all RSC Africa offices.
• Work closely with Regional Senior Manager Property, Travel and Logistics to undertake quarterly condition and compliance checks for facilities, vehicles, equipment and assets for all RSC Africa offices.
• Oversee construction contracts, chair contractor meetings and track implementation timelines.
• Ensure that adequate inventory levels are maintained for all supplies.
• Oversee routine condition assessment and ensure all resulting maintenance, upgrade and development needs are recorded and followed up for implementation.
• Review all contractual agreements for goods and services, equipment and insurance, and maintain copies of all relevant contracts.
• Manage contracts of outsourced service providers to ensure high standards of service delivery and compliance to CWS RSC policies and Service Level Agreements (SLAs) are met.
• Manage CWS RSC office space allocations to ensure optimal usage and that any office movements are effected with minimal disruptions to the users.
• Provide guidance to ensure proper maintenance of office facilities and on any capital investment requirements related to facility improvements/upgrades.

Risk & Compliance Management (10%)

• Oversees RSC Africa Property unit and ensure compliance with US Government requirements, CWS RSC Africa policies, guidelines and procedures.
• Oversee development, implementation, dissemination, capacity building and monitoring of standard operating procedures (SOPs).
• Coordinate property unit activities with CWS Africa Sub-offices offering support and ensuring compliance with the SOPs.
• Work closely with different stakeholders to address any compliance issues identified.
• Closely monitor processes in the Property unit to ensure efficiency and compliance.
• Follow-up and ensure resolutions of any audit findings.

Health & Safety (10%)

• Chair the Occupational and Health safety committee.
• Lead the Health and safety committee to identify gaps and develop early response mechanisms to any safety concern.
• Work with the Health & Safety committee to develop, implement and monitor the Occupational Health and Safety annual work plan.
• Work with the Health & Safety committee to ensure compliance with Occupational Health and Safety regulations and at the same time ensure that a safe work environment is maintained and that service providers adhere to policy guidelines in delivery of services.

Records & Data Management (5%)

• Oversee the monthly projections and annual budget preparation and modifications as well as undertake regular market surveys to determine the best price for quality goods and services including office spaces.
• Maintain and protect facilities records both hardcopy and electronic including all building/equipment /asset documentation such as manuals, warranty information, design documents, service records etc.
• Review and keep track of KPI’s to ensure high standards of service delivery are met.
• Ensure that the unit maintains verified and accurate data on facilities and asset management and establishes an updated database.
• Monitor expenses in accordance with the authorized budgets.

Engagement (5%)

• Manage communication with service providers and staff to ensure that it is professional, timely and proactive.
• Collaborate with all teams and other departments to understand their strategic needs and priorities and ensure they receive timely support and assistance.
• Maintain effective relationships with all stakeholders, including internal customers (staff), auditors, suppliers among others, ensuring that relevant communication is professional, timely and accurate.
• Identify clients’ needs and match them to appropriate solutions.

Additional Responsibilities (5%)

• Undertakes all duties as may be assigned by supervisor in order to improve on internal controls and financial operations for the overall achievement of RSC Africa’s goals and objectives.
• Execute special projects and other duties as assigned by CWS/RSC Africa Leadership.
• Any other duties as assigned.

Qualifications:
Experience:

• A minimum of Eight (8) years’ work experience in Procurement/Supply Chain Management, Facilities Management, Office Management, Transport & Logistics, Construction management or other relevant field.
• At least Two (2) years of related experience in fleet and facility management, Property/Office Management, construction management, or related field is required.
• A minimum of two (2) years of direct supervisory experience is required.
• At least three (3) years’ work experience in the NGO sector is desired.

Skills:

• Strong verbal and written communications skills required.
• Strong organizational and management skills, with particular attention to detail
• Computer literacy, with a strong emphasis on Microsoft Excel and Outlook.
• Excellent interpersonal skills and analytical skills.

Education & Certifications:

• Bachelor’s degree in business administration/management, public administration, Supply Chain, Procurement, Logistics, or related field is required.
• Master’s Degree is preferred.

Abilities:

• Work and make decisions independently and contribute to overall operations of RSC Africa at management levels.
• Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems.
• Deal effectively and courteously with large number of associates, outside agencies, refugees and members of the general public.
• Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
• Manage large and diverse workload under pressure with competing priorities.
• Work independently and contribute to overall operations of RSC Africa
• Analyze and solve complex problems and make sound decisions.
• Maintain a high-performance standard with attention to detail.
• Maintain the integrity of official records.

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.

Special Requirements:

• The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa
• This position is based in (Nairobi, Kenya)
• This position requires the use of a laptop at all times, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
• Background check which includes references, and an educational and criminal check is required before the start of employment.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Environmental: Incumbents in this position maybe exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Kenya and the region.
• Full Time position.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing regulations based on prevailing context.

Please Note – CWS recruitment is free of charge.

Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, training, etc.). Any solicitation of funds should be reported to Fraud@CWSAfrica.org.