Asset Controller

Position Title:Asset Controller
Duration:One Year with possibility of extension.
Department:Procurement and Logistic 


Mercy Corps is a non-profit, non-governmental international humanitarian and development organization, registered in the United States and Scotland with offices in more than 40 countries around the world, including the West Bank and Gaza, where the organization has been active in implementing relief and development programs for over a decade.  Mercy Corps ‘West Bank and Gaza’ has staff based in East Jerusalem and Gaza City offices that implement programs throughout the Palestinian territories.

PROGRAM/DEPARTMENT SUMMARY:

The Asset Controller will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.

GENERAL POSITION SUMMARY:
The Asset Controller will ensure accurate record keeping of all Mercy Corps assets, Donor assets and exceptional items that require registration and movement tracking in accordance with the Mercy Corps Asset Management Manual.

ESSENTIAL JOB FUNCTIONS:

-Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures;
-The Asset Controller ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Offices.
-Responsible for logging all new Mercy Corps assets in MC Gaza Office in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;
-Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete;
-Responsible to maintain the stock of Mercy Corps assets that are not checked out and in use;
-Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
-Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats;
-Schedules and conducts physical count of assets on different locations, projects and sites;
-Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
-Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;
-Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
-Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
-Advise supervisor on any broken, damaged or destroyed equipment;
-Ensures that all movement of items should go through the Asset Controller, on “GRNs or an  Asset Movement Form”.
-Assist the Sr. Logistic Officer on updating the master asset inventory, as requested; 
-Updates inventory records on all the receipts / issues of inventory items from MC warehouse.
-Assists and coordinate project staff on inventory issues. Assist in providing end of  project   reports on inventory and equipment lists, locations and status;
-Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly).
-Prepare necessary documentation and filing system so as to ensure the smooth running of the office and P&L offices including lease agreements, contracts etc.
-Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in Mercy Corps Gaza Office
-Other duties as assigned

SUPERVISORY RESPONSIBILITY:

None; can advise Procurement, Logistics and Office Management on unsatisfactory performance of program support or program staff.

ACCOUNTABILITY
REPORTS DIRECTLY TO: Senior Procurement & Logistics Officer

WORKS DIRECTLY WITH:

Warehouse staff (if applicable) advised by supervisor ensuring that all technical, administrative and management systems and standards agreed upon for the agency is being adhered to.

KNOWLEDGE AND EXPERIENCE:

Degree in a relevant business field is desired. 2-3 years of experience in Inventory Management, large scale Logistics operations, or office administration; Strong organizational skills; ability to interact effectively with international and national personnel.Excellent oral and written English skills.Strong computer skills on MS Excel, MS Access and MS Word programs.
A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential.  A willingness to travel throughout the project areas in the assigned Area of Responsibility

SUCCESS FACTORS:

-Conscientious with as excellent sense of judgment
-Ability to work simultaneously on multiple tasks.
-Willingness and ability to work effectively with a wide variety of people.
-Ability to work as part of a team and coordinate with project personnel.
-Good spoken and written English
-Computer literate and strong organizational skills.


Qualified persons are highly encouraged to apply.

Interested candidates are encouraged to submit a one page cover letter and their CV by e-mail to”
[email protected]  no later than Saturday, February12, 2011.
       

Please indicate in the email subject; Asset Controller.
No application will be accepted if the email subject is not mentioned in the email subject line.
Please apply separate application for each position you are interested in.