Asset and Fleet Co-ordinator

3 weeks ago

Durban, South Africa AIDS Foundation of South Africa Full time

**FIXED TERM CONTRACT VACANCY**
- **August 2023- March 2025**_

**Asset and Fleet Co-Ordinator**
- **TCTC R600 000 - R606 690 P.A.**_

The AIDS Foundation of South Africa (AFSA) is a Durban-based NGO that acts as an interface between Donors and Community Based Organisations (CBO’s) working in the HIV/AIDS sector by placing donor funds with strategically selected CBOs, in South Africa, and providing them with ongoing, technical support & capacity building.

**Purpose of job**:
Responsible for the co-ordinating of the organisation’s assets and fleet, including assets and fleet loaned to Sub-recipients.

**Minimum requirements**:

- A Bachelor’s degree in Finance, Commerce or related field, NQF level7
- 6 years’ minimum experience in the related field
- At least 2 years must be at Management/Supervision level
- Experience within the NGO sector preferable but not critical
- Knowledge of Pastel Accounting
- Intermediate to advanced Microsoft office
- Multilingual or bilingual proficiency
- Outstanding supervision skills
- Strong attention to detail
- Strong organization skills
- Strong analytical skills
- Excellent written and verbal communication skills
- Deadline driven and working under immense pressure
- Be focused on providing work of an extremely high quality
- Strong ability to solve problems
- Independent in thought and execution
- Driver’s License

**Roles and responsibilities include but are not limited to**:

- Supervise Asset Management and Fleet staff including monitoring work performance and development.
- Key performance indicators performed on Asset and Fleet staff on a quarterly basis.
- Staff complement includes Asset and Fleet officer and 2 x drivers.
- Capacity building to internal and external staff on matters of Asset Management and Fleet to ensure high work performance.
- Responsible for the implementation of the Asset Management policy within the organisation and Sub Recipients.
- Responsible for the improvement of the Asset Management policy according to relevant legislation and/or best practice.
- Responsible for the approval of the Asset Management policy by the Board of Directors on an annual basis.
- Responsible for the drafting of the organisations Fixed Asset Register (FAR), ensuring that it meets all the auditing assertions.
- Responsible for the drafting of asset listings as per the Donor requirements
- Ensure that the FAR is compliant to all related legislation and policies.
- Reconcile FAR to the General ledger.
- Draft the bi-annual verification reports and ensure that the reports meet the standards as stipulated in the policy.
- Attend to internal/external audit requests and queries.
- Provide regular updates to Executive Management regarding the status of the Asset and Fleet Department.
- Perform regular impairment assessment of assets and fleet and if there are signs of impairment, perform the necessary calculations and provide reports that will be utilised for audit and Donor purposes.
- Responsible for the keeping of registers of assets that do not meet the minimum requirements to be capitalised in the FAR.
- Communicate with Donors on Asset and Fleet related topics.
- Responsible for the Procurement of Asset and Fleet related activities.
- Responsible for the Procurement Tracker for Asset and Fleet related activities
- Responsible for meeting Procurement timelines for the Procurement of Asset and Fleet related activities
- Responsible for Asset and fleet needs analysis required to be able to procure asset and fleet.
- Ensure that all assets and fleet in the organisation and those that have been loaned to Sub recipients (SR) have been adequately insured.
- Review assets and fleet insurance annually and ensure that the organisation is getting value for money with the insurance service provider.
- Ensure that all assets and fleet loan agreements have been signed by SR’s.
- Ensure that the signed agreements have been filed appropriately.
- Ensure that assets and fleet are adequately maintained, monthly vehicle inspections are completed.
- Ensure that a relationship is maintained with service providers who provide support to the Asset and Fleet Department.
- Ensure that the work performed by the service providers is as per the scope of work in the TOR.
- Ensure that the service providers keep to the agreed upon timelines.
- Become the main point of contact with the service providers.
- Review billing submitted by service providers and make recommendations to Finance regarding payment to service providers.
- The service providers in question are the following:

- Asset Management Consultant
- Asset software consultant
- Fleet Management software consultant
- Perform Adhoc duties as requested by the Donors, Board of Directors, Executive Management and/or Line Manager.

**Job Types**: Temporary, Contract
Contract length: 20 months

**Salary**: R600,000.00 - R606,690.00 per year

Application Deadline: 2023/07/07

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