General Service Officer

2 weeks ago

Pretoria, Gauteng, South Africa Church World Service Full time

Position Title:
General Services Officer

Reports To:
Administration Supervisor

Division:
Immigration & Refugee Program+ (IRP+)

Department:
Administration

Job Location:
Pretoria, South Africa

Grade Level:
Grade 5, Officer, 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:


This position is primarily responsible for the general services activities of the Pretoria sub-office, ensuring that the Janitor, Drivers, and Procurement Assistant are adhering to CWS RSC Africa's policies and procedures.

The position is responsible for direct oversight of the General Services department, which includes Property, Procurement and Transport.

Essential Duties:

Management

  • Provides direct supervision, training, and feedback to Property, Procurement and Transport staff members;
  • Ensures adherence to policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of RSC Africa, and to ensure compliance with the Cooperative Agreement, relevant United States Government (USG) and CWS policies;
  • Oversees the process of monthly projections, including procurement, travel projections and property issues, and ensures compliance with US government requirements;
  • Ensures that relevant SOPs are routinely updated, stored, and disseminated electronically and via inperson training sessions;
  • Works closely with the Administrative Supervisor to plan work, resolve issues, conduct root cause analysis, and ensure systems improvements;
  • Supports General Services with budget preparation;
  • Works closely with the Finance Manager and Administration Supervisor to perform regular compliance checks;
  • Ensures that SOPs for the General Services department is always up to date with Senior Management Team directives, and in line with RSC Africa security policy and that the general services staff receive relevant security training;
  • Plans and executes annual process reviews for the Janitor, Drivers and the Procurement Officer;
  • Ensures there is an organized and robust training strategy for the General Services Division, inclusive of targeted capacity building to increase professional skills of General Services positions;
  • Supports with property management and/or landlord concerns;

Budget

  • Ensures costeffective use of RSC Africa human and financial resources, including a monthly review of expense reports and financial projections with the Finance and Admin Assistant;

Physical Assets

  • Supervises the requisition, maintenance, and inventory of expendable and nonexpendable equipment;
  • Provides Quality Control checks on Purchase Orders to ensure correct budget line allocation and that all information and supporting documents are adequate and correct;
  • Reviews all contractual agreements for goods and services, equipment and insurance, and maintains copies of all relevant contracts;
  • Ensures that all adequate insurance is arranged for all property and personnel and other liabilities in accordance with US and South African laws;
  • Ensures that adequate inventory levels are maintained for all supplies;
  • Liaises regularly with the property management company to ensure services are delivered and accounted for properly;

Other Functions

  • Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintain the high professional standards of RSC Africa and CWS;

Qualifications:

Experience:

  • Four (4) years work experience required
  • Minimum of one (1) year of supervisory experience, with three (3) years preferred, with an international NGO in a similar position required;
  • Knowledge of South African laws and customs preferred;
  • Experience with overseas processing or US refugee resettlement preferred.

Skills:

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access required;
  • Excellent organizational and time management skills;
  • Strong verbal and written English language skills;
  • Demonstrated organizational and time management skills;

Education & Certifications:

  • Bachelor's Degree or equivalent in Finance, Accounting, Business Administration, Public Administration or four (4) year's work experience in a similar field required in lieu of Bachelor's degree.

Abilities:

  • Manage large and diverse workload under pressure with competing priorities;
  • Maintain the integrity of official records;
  • Analyse and solve complex problems and make sound decisions;
  • Work with mínimal supervision;
  • Maintain a highperformance st

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