Job Purpose
Under the general leadership and direction of the Director, Asset Management & Disposal Services, the Manager, Asset Custody & Warehousing is responsible for ensuring the efficient management and control of the strategic warehouse operations whilst achieving agreed service levels. The incumbent will provide an effective and reliable logistically services for organizing the safe and efficient receipt, storage and dispatch of warehouse materials and assets to the feed branch’s operations and client demand in accordance with the FAA Act and Instructions as well related policies.
Key Responsibilities
Technical/Professional
- Participates in the research and development of a comprehensive operational Asset Disposal Management Strategy for the entire GOJ to ensure compliance with legislative, statutory and industry requirements;
- Directs the creation and implementation of best practice warehouse vision, strategy, policies, processes, and procedures to aid and improve operational performance of the Branch;
- Develops approaches that ensures an efficient warehouse operation which can fulfil operational and client demand;
- Plans future capacity requirements and innovations in alignment with the Branch’s mandate;
- Plans, co-ordinates and monitors the receipt, storage, and dispatch of all assets;
- Establishes and implements mechanisms to ensure inventories are accurate, and control inventory levels by ensuring physical counts are conducted and reconciled with automated system utilizing help of the warehouse team;
- Manages the relevance and accuracy of all documentation relating to “asset in” and “asset out” including labeling of all stock items;
- Formulates strategies with the Director, ICT – MoFPS and E-Gov that ensure ICT solutions are targeted and efficient;
- Identifies any systems improvements, including ICT ones, and champions recommendations for change;
- Ensures efficient and effective use of warehouse space to include layout and future capacity requirements;
- Develops and maintains metrics/Key Performance Indicators, reports, process documentation, customer service logs and training and safety records;
- Creates policies and procedures for warehouse activities and ensure all systems meet industry standards;
- Reviews ways to aid efficiency, add value and reduce costs as well as delivering continuous improvement initiatives;
- Establishes, monitors and maintains high standards of security in the warehouse by setting security procedures and systems;
- Provides systematic Asset Custody and Warehousing advice, guidance, and business support to all MDAs;
- Maintains current knowledge of workplace health and safety matters relevant to branch’s operations, and provide for resources and processes to identify, eliminate or minimize hazards, and control risks as far as reasonably practicable;
- Establishes and manages systems to ensure that ensure plant, equipment, substances and structures are maintained and safe for use, and workers are sufficiently trained and/or supervised to mitigate risk of harm at work.
- Establishes, monitors and maintain protocols that ensures all lifting and manoeuvring of product/asset is carried out in accordance with manual handling procedures;
- Monitors workplace health and safety performance and immediately report and accurately record any incidents (including near miss);
- Evaluates the root cause of incidents to assess the effectiveness of processes and practice in place and provide for continuous improvement;
- Conducts regular audit to monitor and verify workplace health and safety compliance;
- Devise approaches to ensure that staff comply to health, safety and environmental regulations and work safely to protect themselves and others in the warehouse environment;
- Establishes and maintains a clean and tidy working environment to aid operational efficiency;
- Liaises with senior executives in MDAs on plans and strategies for operational Asset Management and Disposal issues to guide policy/programme development and evaluation;
- Maintains liaison and linkages with MDAs, Statutory Bodies, Private Sector and Non Governmental Organizations on Asset Custody and Warehousing matters to ensure that the stakeholders’ interests are addressed in the design of policies and programmes;
- Remains aware of relevant Asset Custody and Warehousing innovation and industry trends and issues to ensure alignment with recommended changes/modifications to achieve better practice and strategic objectives.
Management/Administrative
- Contributes to the development of the Branch’s Strategic and Operational Plan and Budget;
- Develops Individual Work Plans based on alignment to the Branch’s Plan;
- Participates in sittings of the Public Administration and Appropriations Committee (PAAC)/Public Accounts Committee (PAC), meetings, seminars, workshops and conferences as required;
- Prepares reports and project documents as required;
- Prepares and delivers Asset Custody & Warehousing presentations related to asset management as needed.
Human Resources
- Monitors and evaluates the performance of direct reports, prepares Performance Appraisals and recommends and/or initiates corrective action where necessary to improve performance and/or attaining established personal and/or organizational goals;
- Participates in the recruitment of staff for the Branch and recommends, promotion, and leave in accordance with established human resource policies and procedures;
- Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching;
- Facilitates welfare and development of staff in the Unit;
- Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
- Prepares and conducts presentations on role of Division/Unit for the Orientation/Onboarding programme.
Customer Service
- Maintains customer service principles, standards and measurements;
- Identifies and incorporates the interests and needs of customers in business process design;
- Ensures critical success factors are identified and meets expectations;
- Prepares quarterly and/or annually Customer Service reports in accordance with established standards.
- Performs all other duties and functions as may be required from time to time.
Required Knowledge, Skills, and Competencies
Core
- Excellent interpersonal and team management skills
- Excellent communication skills
- Strong analytical and problem-solving skills
- Strong leadership skills
- Strong customer relations skills
- Excellent planning and organizing skills
- Excellent judgment and decision-making skills
- Ability to influence and motivate others
- Proficiency in the use of relevant computer applications
Technical
- In-depth knowledge of Logistics & Inventory Management principles and practices;
- In-depth knowledge of the development, analysis, revision and implementation of policies, procedures, guidelines, programmes and legislation;
- In-depth knowledge of policy and programme monitoring and evaluation frameworks;
- Strong ability to synthesize multiple ideas and complex information into a coherent summary, as in reports and briefing notes, and to make cogent recommendation for the modification or creation of legislation, policies and programmes;
- Superior verbal and written communication skills, with the ability to deliver presentation with tact, clarity, enthusiasm and accuracy to widely varied audiences;
- A high level of initiative and self-motivation;
- Demonstrated interpersonal and negotiation skills;
- Aptitude for developing and maintaining collaborative relations with team members both within and outside the Ministry, and for functioning effectively on inter-ministerial and multi-sectoral committees and working groups;
- Familiarity with procedures, policies and legislation governing the machinery of government;
- Knowledge of the Government processes, including policy/programme development, financial planning, performance management systems and basic theories, principles and methods of analysis;
- Knowledge of computerized systems and software.
Minimum Required Qualification and Experience
- Bachelor’s Degree in Logistics, Operations Management, Engineering, Management Studies, Business Administration, Accounting or a related discipline;
- Five (5) years’ experience in a Private, NGO or Public Sector Management environment, working with Logistics and Warehousing principles and practices.
Special Conditions Associated with the Job
- Work will be conducted in an office outfitted with standard office equipment and specialized software. The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
- May be required to travel locally and overseas to attend conferences, seminars and meetings. There will be:
- Some lifting from 2.25 - 18.5kg, for training and auditing purposes;
- Occasional lifting from 18.5 kg +, for training and auditing purposes;
- Access and mobility in tight spaces;
- Working at Heights - over 5 feet, for training and auditing purposes;
- Required to operate forklift, hoist and related logistically equipment.
Please note that only shortlisted applicants will be contacted.
