Asset Manager

Description

Vacancy Announcement

Job title

Asset Manager

Work Location

Sierra Leone

Department

Operations

Reports to

Director of Site Operations

Line Management

Nill

Requisition Number

4526

Duration of Contract

Twelve (12) Months with possibility of extension

Application Status

Internal & External Advert

Organization Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

Asset Manager at Partners In Health Sierra Leone is responsible for overseeing the entire lifecycle of the organization’s assets/equipment, from acquisition and deployment to disposal. The Asset Manager will be responsible for overseeing the organization's assets, ensuring proper management, and maintaining accurate records. This includes tracking assets, conducting regular verifications, coordinating repairs, and ensuring compliance with organizational and donor regulations and policies. This position will work with IT, Biomed, Fleet, Supply Chain and Infrastructure teams in managing and maintaining centralize asset register and GPE register. The position will also involve in managing UPKEEP CMMS platform. He/she will work closely with other departmental leads to ensure that assets are utilized effectively, maintained properly, and generate optimal returns for the organization.

PIH seeks individuals committed to the mission and values (see PIH Values) of the organization to join the team.

Essential Duties and Responsibilities:

Asset Lifecycle Management

• Develop and implement comprehensive strategies to maximize the value, utilization, and lifespan of all PIH-SL’s assets, ensuring they contribute optimally to organizational goals. This includes assessing current asset performance and identifying opportunities for improvement.
• Oversee the meticulous registration of all newly acquired assets and General Program Equipment (GPE). This involves accurately recording them in the respective Asset Register and General Equipment Register and ensuring proper labeling upon purchase.
• Centralize asset files for all sites, meticulously labeling and organizing all allocated assets. This ensures a unified and easily accessible system for asset information across the organization.
• Prepare a dedicated individual asset file for each asset purchased or received at any site. This involves checking and classifying files related to assets procured across all locations to maintain comprehensive records.
• Collaborate closely with Program, Finance, and Operations Leadership to assess PIH SL's asset needs and actively participate in the drafting of the procurement plan to ensure timely and effective acquisition.
• Lead the development and execution of the asset replacement plan, identifying assets nearing the end of their useful life and coordinating their replacement. Furthermore, support the disposal committee in the proper and compliant disposal of assets.
• Manage the inventory of all other items that are not typically included in the official Asset Register or managed within the OpenBoxes system.

  Maintenance and Condition Monitoring

  • Ensure that all GPE and assets are consistently maintained in good working condition. This includes scheduling and overseeing required servicing and promptly coordinating repairs when necessary, in full compliance with any existing warranties.
  • Organize regular physical checks of all GPE and assets against their respective registers to verify their presence and condition. Following these checks, report to Operations Leadership, Budget Holders, and the Finance department on the condition of the assets/equipment and any discrepancies found.

    Record Keeping and Reporting

    • Maintain comprehensive GPE and asset files, ensuring that all correct documentation pertaining to the identity, repair history, instances of theft or loss, disposal records, and transfer of GPE and assets is meticulously completed and filed.
    • Keep both PIH SL’s current and transferred asset register and the GPE register consistently updated with accurate and timely information.
    • Provide required information from individual asset files to the Director of Site Operations, while also maintaining a simple copy of the ID card and invoice at the specific site for easy reference.
    • Continuously maintain the asset register and provide regular, detailed reports on asset status and performance to both the Finance and Operations teams.
    • Conduct regular audits and reconciliations of asset inventories to ensure their accuracy and completeness, identifying and rectifying any discrepancies.
    • Prepare and present regular, comprehensive reports to senior management summarizing overall asset performance and outlining strategic recommendations for improvement, replacement, and optimization.

      Compliance and Policy Adherence

      • Ensure that all PIH SL staff, volunteers, and partners are fully aware of and understand the Asset Management manual, as well as their rights and responsibilities concerning the use of PIH SL assets.
      • Ensure strict adherence to all relevant regulatory, financial, and organizational policies related to asset management.

        Cross-functional Collaboration

        • Work collaboratively with various departments, including IT, Biomed, Fleet, Supply Chain, and Infrastructure teams, to effectively manage and maintain the centralized asset register and GPE register.
        • Actively manage and utilize the UPKEEP Computerized Maintenance Management System (CMMS) platform to streamline asset tracking and maintenance processes.
        • Work closely with other departmental leads to ensure that assets are utilized effectively, maintained properly, and generate optimal returns for the organization.

          General Operations

          • Perform any other tasks as assigned by the line manager that fall within the broader scope of operations management.

            Prevention of Sexual Exploitation, Abuse and Harassment

            Partners In Health Sierra Leone is dedicated to preventing unwanted behavior in the workplace, including sexual harassment, exploitation, abuse, financial misconduct, and ensuring the welfare of those we serve. We expect all staff, consultants, contractors, vendors, and volunteers to uphold these values as outlined in our code of conduct.

            The successful candidate will receive appropriate training and must adhere to the organization’s safeguarding policies. Employment offers are contingent upon satisfactory references and screening checks, which may include criminal records and terrorism finance checks.

            As a participant in the Inter Agency Misconduct Disclosure Scheme, we request information from previous employers about any instances of sexual exploitation, abuse, or harassment. Additionally, Partners In Health Sierra Leone will share records of such misconduct with other agencies upon staff departure, ensuring transparency and accountability. By applying, candidates acknowledge and agree to these recruitment procedures

            Education and Work Experience Requirements

            • University Degree in relevant field i.e. business management, logistics, supply chain, operations management etc.
            • Proven experience in asset management, inventory management and compliance requirements.
            • Minimum 3+ year experience in humanitarian sector in mid-level managerial/coordinator role.
            • Computer literate with proficiency in Microsoft Office packages – e.g. Word, Excel, Outlook, etc.
            • Strong analytical and problem-solving skills, with the ability to identify and address issues related to asset management
            • Ability to work independently and as part of a team.
            • Good communication and interpersonal skills.
            • Able to learn, understand and apply new technologies.
            • Experience in Computerized Maintenance Management System (CMMS), or any software solution that help to track asset/equipment
            • Ability to prioritize and execute tasks in a fast-paced environment.
            • Experience with data analysis and reporting;