Asset Controller at Mercy Corps

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 the 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, damaged, 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 in 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) and 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
• Proactively ensure that team members operate in a secure environment and are aware of policies.

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 are being adhered to.

Knowledge and Experience

• A 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 in MS Excel, MS Access and MS Word programs.
• A demonstrated ability to multi-task and process information into action so 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.