Asset Controller at Mercy Corps

Reference Number: ABV/OPS/2018/00005
Position Status: Full-time
Salary Level: Level 6

Program / Department Summary

• The Asset Controller will work within the Logistics department of Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.

General Position Summary

• The Asset Controller will ensure accurate record keeping of all Mercy Corps assets, Donor assets and exceptional items that require registration and movement tracking in accordance with the Mercy Corps Asset Management Manual.

Essential Job Responsibilities
Program Management:

• Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures.
• The Asset Controller ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Offices.
• Responsible for logging all new Mercy Corps assets in MC Nigeria in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions.
• Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete.
• Responsible to maintain the stock of Mercy Corps assets that are not checked out and in use.
• Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
• Schedules and conducts physical count of assets on different locations, projects, and sites.
• Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices.
• Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder.
• Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
• Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary supplement documentation is completed.
• Advise supervisor on any broken, damaged or destroyed equipment.
• Ensures that all movement of items should go through the Asset Controller, on “GRNs or an Asset Movement Form”.
• Work closely with field offices to ensure registration of new assets, maintenance or asset registers and disposal. Assist the field offices on updating the asset inventory, as requested.
• Updates inventory records on all the receipts / issues of inventory items from MC warehouse.
• Assists and coordinate project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists, locations and status.
• Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly).
• Prepare necessary documentation and filing system so as to ensure the smooth running of the asset issuance, return and tracking.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in MC Nigeria.

Security:

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Organizational Learning:

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries:

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
• to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Supervisory Responsibility:

• None;

Accountability:

• Reports Directly To: Operations Manager
• Works Directly With: Warehouse staff (where applicable) advised by supervisor ensuring that all technical, administrative and management systems and standards agreed upon for the agency is being adhered to.

Knowledge and Experience

• Degree in a relevant business field is desired.
• 2-3 years of experience in Inventory Management, large scale Logistics operations, or office administration.
• Strong organizational skills.
• Ability to interact effectively with international and national personnel.
• Excellent oral and written English skills.
• Strong computer skills on MS Excel, MS Access and MS Word programs.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• A clear understanding of procurement ethics and donor compliance is essential.
• A willingness to travel throughout the project areas in the assigned Area of Responsibility.

Success Factors:

• Conscientious with an excellent sense of judgment. Ability to work simultaneously on multiple tasks.
• Willingness and ability to work effectively with a wide variety of people.
• Ability to work as part of a team and coordinate with project personnel. Good spoken and written English.
• Computer literate and strong organizational skills.