General Services Assistant 187 views0 applications

Job Title: General Services Assistant – Pretoria

Grade: 4 (N)

Level: Associate Specialist

Department: Administration

Unit: General Services

Location: Pretoria, South Africa

Primary Purpose

This position is primarily responsible for managing the RSC Africa grounds, motor pool, inventory, and supplies.

Supervision

This position reports directly to the Logistics Officer and directly supervises the Driver and Janitor.

Essential Duties

1. Oversees RSC Africa grounds and ensures they are kept clean and professional looking.
2. Acts as the key liaison between RSC Africa and the property management company, and any off-site storage companies.
3. Manages the RSC Africa vehicles and schedules office errands and airport pickups according to need and priority.
4. Ensures vehicle registration documents and paperwork is up-to-date
5. Directly supervises RSC Africa Driver and Janitor.
6. Manages all RSC Africa equipment and ensures proper maintenance schedules are adhered to.
7. Oversees all contracts and service agreements.
8. Ensures adequate insurance coverage in compliance with South African laws and in conjunction with the Logistics Officer, Site Coordinator and General Service Manager in Nairobi.
9. Oversees inventory levels and ensures that adequate levels are maintained for uninterrupted refugee processing.
10. Completes general paperwork, as assigned by the Logistics Officer or Site Coordinator.
11. Upon request, conducts research and market analyses.
12. Receives and confirms delivery of goods to the Pretoria sub-office.
13. Issues supplies for each employee and recovers the supplies when staff members leave RSC Africa.
14. Maintains ample stock levels in the stores by presenting timely purchase requests
15. Assist in general clerical duties
16. Serves as Administrative Point of Contact in the absence of the Logistics Officer.
17. Perform any other duties as assigned.

Qualifications

Education:

Bachelor’s degree in Business Administration or four (4) years of paid work experience in lieu of a Bachelor’s degree is required.

Experience:

· One (1) year experience performing similar responsibilities is required.

· Previous supervisory experience is required.

· Experience working with contractors and vendors is required.

· Four (4) years related work experience preferred.

· Three (3) years’ experience working with an International NGO preferred.

· Experience managing an NGO motor pool preferred.

· Experience managing inventories and ensuring stock levels are appropriately maintained preferred

Knowledge:

· Knowledge of RSC Africa travel procedures preferred.

· Demonstrated computer skills, especially Microsoft Excel.

· Knowledge of motor vehicle maintenance preferred.

Abilities:

The General Services Assistant must have the ability to:

• maintain the confidentiality and integrity of accounts and budget information;
• communicate effectively both verbally and in writing;
• follow instructions from the Supervisor with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• maintain a high performance standard with attention to detail;
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• work independently and contribute to overall operations at management level;
• take initiative;
• lead others and address issues as they arise;
• maintain strict confidentiality with RSC Africa administrative and operational information;
• manage a large and diverse workload under pressure with competing priorities;
• work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• effectively manage RSC Africa’s resources;
• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa.**

Physical requirements: None.

Working environment: Primarily indoors in a general office environment.

Licensing/Certification:

Diploma in Property Management preferred.

Special Requirements:

MIE – Background checks are required before the start of employment.Valid South Africa driver’s license is preferred. Demonstrated integrity, accountability, and transparency in all previous employment.

Must be currently and legally eligible to work in South Africa.

Competencies

Communication:

Listen carefully to assure clear understanding of instructions and requests. Communicate detailed and/or technical information clearly, in writing and orally. Ask appropriate questions in seeking explanations needed to perform job. Promote “transparency of information” by sharing relevant information with staff and other stakeholders. Understand staff roles and procedures and prepare standard reports to track job progress or activities. Anticipate needs and interests and take proactive steps to respond to them. Understand and is able to use appropriate technology to communicate with others inside and outside CWS and RSC Africa. Respect and maintain confidentiality of sensitive information within parameters defined by supervisor and/or CWS and RSC Africa policy.

Relationships

Understand who stakeholders, partners and internal/external customers are and be responsive to their needs. Facilitate interactions and serve as a resource in relations with stakeholders, partners and internal/ external customers. Recognize and be sensitive to issues of concern. Recognize and be sensitive to cultural and ethnic issues. Manage relationships with stakeholders and work within their structure to identify programmatic linkages, plan and implement services and activities, and coordinate resolutions to problems. Identify potential constituents with whom to build relationships and flesh out details of those relationships within the context of CWS’s mission, values and policies. Participate in developing recommendations and implementing policies governing relations with stakeholders. Resolve issues of concern to maintain effective constituent relationships.

Job Knowledge

Understand the mission and values of CWS and RSC Africa and how they apply to their work and relationships with others. Understand the work performed and how it supports CWS and

RSC Africa in achieving goals. Understand how to work multi-culturally with sensitivity and integrity.

Knows a broad range of information regarding specific program or department and use that knowledge to perform effectively and independently. Applies a depth of knowledge within area of responsibility to implement assigned activities. Able to use and willing to expand learning of applications or technology to perform job duties. Maintain and improve the skills and knowledge needed to be effective in performing job responsibilities. Apply CWS and RSC Africa policies and procedures for staff and stakeholders.

Teamwork

Understand what a team is and what it does. Demonstrate a willingness to work on a team.

Understand own role on the team and how it fits in to the overall results to be produced. Promote effective interactions among team members and facilitate group discussion. Participates in identifying and establishing work needs and time lines for completion. Keep team leader and members informed of work status. Demonstrate awareness of what other teams do and how their work affects own team. Recognize and respect the importance of work performed by colleagues.

Understand organizational priorities and is willing to set aside own tasks to assist others to complete high priority tasks.

Problem Solving

Identify problems in procedures that affect program work and recommend changes in systems or procedures to address them, then implement approved changes. Understand and apply knowledge of the context in which CWS and RSC Africa works, including global trends and issues. Resolving problems and trying new ways of doing things. Know how and when to apply technical solutions to problems. Share results of problem solving experiences with others. Remain flexible in responding to organizational priorities.