Working in 52 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.
Plan International has been implementing grants from the Global Fund to Fight AIDS, Tuberculosis and Malaria, since Round 4 in various roles of Principal Recipient (PR), Sub- Recipient (SR) and Sub Sub-Recipient (SSR). Covering countries like, Benin, Burkina Faso, Liberia, Cameroun, Guinea, Liberia, Mali, Niger, Senegal, El Salvador, Thailand, Togo and Zimbabwe.
Plan International has been awarded GC7 TB/HIV/RSSH grant from the Global Fund to Fight AIDS, Tuberculosis and Malaria. Plan International Liberia been selected to as PR to implement the grant with multiple partners including MOH as SR/SSR/SP (Service Provider).
This post is needed to ensure quality and compliance with programmatic and financial indicators of Sub Recipients, through on-going support to field work in research, planning, monitoring and evaluation.
Description of the Role
This position will serve to co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures, including coordinating the stock management for Plan International Liberia.
Objective of the Role:
- Key custodian of all physical assets from acquisition to disposal.
- The role is responsible for recording the cost of all newly acquired fixed (and moveable) assets, maintaining records of these assets, ensuring that throughout their lifecycle, they are properly capitalized, maintained, utilized and disposed of appropriately.
- Project and Organizational Stock Management, Accountability on Reception, storage, dispatch and Replenishment
Principal Responsibilities
Asset Management
- Contribute in the design and development of the Asset Management System.
- Responsible for day-to-day asset management activities;
- Register assets in the asset register from purchase and direct receipts before handover to the requester or custodian;
- Responsible for the physical tagging of assets;
- Responsible for creating and maintaining asset records, which includes the administrative management of physical assets, updating the asset register and monitoring the use of assets (i.e., assigning assets to user, change of user, change of use location, transfer, regularly check of assets, etc.)
- Contribute to the disposal of assets and informing the Supply Chain/Logistics Manager of any asset state changes and getting the required approval
- Ensure compliance with Supply Chain Operations Manual
- Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times.
- Ensure all fixed assets are properly classified, categorized and recorded in the SAP system
- Create and manage a control and monitoring system that line managers can deploy to comply with the organizational standards
- Track fixed asset costs on project profitability
- Develop and implement an annual asset verification and audit plan
- Perform periodic physical asset verification and submit reports.
- Manage an active depreciation schedule to assure the book value of the asset is constantly updated and appropriate taxes applied and paid
- Conduct periodic disposal of fixed assets in line with corporate finance/accounting rules
- Ensure that all assets are insured (where applicable) and damages to assets are claimed on time (where required) and routine maintenance schedule and plan are integrated into SAP, and are being strictly adhered to.
- Prepare periodic fixed asset updates to Management and the Leadership team.
- Liaise with Line Managers to ensure asset written-off are properly disposed-off and impact remediated
- Provide a fixed asset utility report with recommendations to management on (remainder) asset life, maintenance and replacement costs etc.
- Track warranties on all assets, ensuring these are executed appropriately and warehouse all other relevant items, such as operating manuals, spare keys, etc. providing access as required.
- Provide general advice to the organization on fixed asset management
- Manage the determination of the asset allocation according to policy and procedure of the organization
- Manage capturing of asset information on the inventory list (room list) of the asset holder
- Make follow up on missing assets to ensure that they are accounted for
- Manage the transfer of inter organizational assets.
- Manage the improvement of operational controls as reported on by Internal Audit
- Monitor and review the allocation of assets in accordance with the relevant policy and procedures
- Assist with facility management processes. Assist in any other Supply Chain Management responsibilities as advised by the Country Admin Manager(Procurement, Logistics & Supply Chain Management)
Administration
- Organize and monitor asset register
- Advise staff on proper management of assets
- Ensure that supplier deliveries are in line with contract deliveries requirements, e.g. price, quality – minimum returns on deliveries
- Ensure appropriate filing and stamping of documents as appropriate
- Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times
- Follow asset management procedure for all assets sent to suppliers for repair and services
Stock Management