Asset & Admin Officer - Global Fund TB/HIV/RSSH Grant

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

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

• Responsible for day-to-day stock management activities;
• Receiving, storing, issuing the goods, managing the stock levels and giving out the supplies from the stock.
• He/she is also involved in preparing the inventories, maintaining the stock records, using computerized systems for entering the records and is accountable for checking the supply invoices with the purchase orders.
• He/she is responsible for preparing the reports on adjustments done to inventories that may be damaged, spoilt, etc., and coordinates the purchasing, inventory and warehousing functions.
• He/she makes sure to get rid of the surplus or obsolete stock.
• To maintain record of receipts as well as issuance of items that are going out of the warehouse so as to ensure accuracy and completeness
• To be involved in reconciliation of physical stock with the stock in the system
• To oversee that the arrangement of goods has been done in an orderly system within the stock location system so that the stock can be stored easily and retrieved whenever there is a requirement. Similarly, he/she ensures that the stocks stay physically protected in the warehouse
• To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the designated staff members

RECEIVING:

• Checking and Receiving Deliveries On arrival of goods, materials or equipment at a location, the Plan staff receiving the items must:
• Check that they have been delivered to the correct location.
• Check that the delivery has been received in full as per the Supplier and Transporter delivery documents (e.g. Waybill, Supplier / Transporter’s Delivery Note or Consignment Note) AND as per the Purchase Order and what was expected.
• Examine and check all items for: damage, correct specification, expiry dates, quality (which may be against an agreed reference sample provided).

RETURNING MATERIALS:

• Returning Materials to Suppliers it is extremely difficult to return materials to suppliers once Plan International has already confirmed acceptable receipt. It is for this reason that it is critical to make sure that the goods / materials are acceptable and according to our Purchase Order before signing any Delivery Note / GSRN / Waybill from a Vendor. If problems are detected, for example; wrong quality or quantity, loss or damage, then these materials must not be accepted and the supplier must be informed. Depending on the extent of the problem, the entire delivery may be rejected, or part of the delivery may be accepted and part rejected. In this second case, the supplier’s / transporter’s document should be marked to indicate clearly that only part receipt has been accepted and a copy retained. Prior to informing the supplier, the defect must be reported to the Purchaser. This person will then contact the supplier to take the matter forward. If delivery documents are not immediately completed with details of wrong specification / loss / damage etc., then Plan may be liable to pay the supplier in full.

Location: Country Office, Monrovia

Department: Admin. Department

Reports to: Admin. Supply Chain Manager

Closing Date: 12th December 2023

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early. A range of pre-employment checks will be undertaken in conformity with Plan International's Global Safeguarding policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas. We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

Please note that Plan International will never send unsolicited emails requesting payment from candidates