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Assistant General Services Manager (AGSM) New

11-07-2018

PeaceCorps

Yaoundé

1430

CDD

0

Peace corps Cameroon

Personal Service Contract Job Description

Position: Assistant General Services Manager (AGSM)

Supervisor: General Services Manager

Location: Yaoundé, Cameroon

Closing Date: 24 July 2018

The Peace Corps has a position opening for Assistant General Services Manager (AGSM). The incumbent will work in a fast-paced office and must have a demonstrated record as an organized self-starter able to complete numerous tasks simultaneously and with minimum guidance but equally good working as a team member and providing quality customer service.

Basic Function of Position:

Under the supervision of the GSM, the AGSM will provide support in Peace Corps Cameroon's general services / administrative unit. The AGSM will work as a team member with the administrative unit staff, which includes general services (coordinating motor pool management, facilities and property maintenance operations) and administrative and financial management staff (human resources, procurement and financial operations ), who provide operational support to program staff members and over 130 community development volunteers serving in Cameroon.

The AGSM will have the following roles and responsibilities;

Major Duties and responsibilities

This include but not limited to the following;

Motor Pool:

  • Instruct and supervise drivers on a daily basis
  • Manage the vehicle fleet, coordination of vehicle maintenance and repairs.
  • Manage gas usage, monitor vehicle log and mileage due for servicing and GPS reports.In addition, enter all gas and maintenance/repair cost into the vehicle management information system (VMIS) in a timely manner, following entry requirements.
  • Manage vehicle schedule and logistics for all official vehicle use including site visits, daily errands, and Volunteer medevac transport and duty driver.
  • Track all trip leader and driver check list to ensure compliance and report any abnormalities to the GSM and DMO (Director of Management & Operations).
  • Obtain quotes for purchasing, and execute, as directed, selected procurements related to motor pool management; ensure appropriate documentation and filing of quotes and procurement related documents.

Inventory and Facility Management

  • Oversee work and coordination activities with the Inventory and Facility Assistant for inventory control and office maintenance.
  • Assure timely maintenance and good state of repair of Peace Corps residences, office and regional houses and ongoing management of work order progress.
  • Liaise with GSO and US Embassy related to property management issues, emergencies.
  • Assist GSM, DMO & FS in negotiation of leases, and serve as second liaison as requested for discussions with property owners.
  • Liaise with the DMO/FS in monitoring lease/service agreements (renewals) and payments etc.
  • Provide or coordinate general maintenance and repair of the Peace Corps office, including yard, and staff residences
  • Accept work orders and solicit bids required by the procurement process
  • Prepare required reports on plant, equipment, vehicle status and leases.
  • Assure that property (office, property and vehicles) is secured and that keys are safeguarded.
  • Work with RSO to make sure PC properties meet Embassy security standards.
  • Make ready (painting, electrical validation) etc. and oversee the entry of new staff to residences regarding equipment & furnishings provided and the Welcome Kits/End of Tour Kits.
  • Serve, as directed, as receiving verifier for goods and services. 

Procurement

  • Assist the GSM in coordinating with shipping companies or the US Embassy in customs clearance and delivery of incoming equipment.
  • Obtain quotes for purchasing equipment or supplies needed for property management; ensure appropriate documentation and filing of quotes and procurement related documents.
  • Manage interim advances to cover necessary property management purchases. As part of this responsibility submits correct documentation to the DMO/VE and cashier in order to clear advances on a timely basis.

Occasional Money Holder

The AGSM may be required to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to training sites, or other locations as directed by the Contracting Officer. The AGSM may also be required to courier cash to PC Trainees or Volunteers. The AGSM will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the AGSM will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.

Back up for Regional Staff

  • Back up Regional Logistic coordinator.
  • PCV support (mail, packages, medication, housing, safety & security communication, police, gendarmes on PCV issues,)
  • Office management (repairs, bills, preventive maintenance)
  • Identify IT problems, troubleshoot and resolve with IT expert support.

Other

  • Other duties as indicated by the DMO.
  • Capacity building & Training (ongoing best practices) for Drivers, Janitors
  • Serve as back up to Duty Driver and Property Manager

Safety and Security

  • Know the PC Office evacuation Plan, the PC Emergency Action Plan and how to use fire extinguisher.
  • Remain discrete regarding confidential information.

REQUIRED QUALIFICATIONS

Education: University level certificate or degree preferred in management or related field(proven quality relevant work experience may be applied in consideration of education level).

Prior Work Experience:

  • At least three year working experience in logistical coordination, procurement, property management, general maintenance and fleet coordination.
  • Desired Knowledge: Good working knowledge of U.S. Government regulations, or similar systems, for property management; equipment/facility and vehicle maintenance and care.
  • At least three years management/supervisory experience preferred.

Language Proficiency: Written and oral fluency in English or French and working knowledge, at the minimum, of the other.

Knowledge, Skills, and Attitudes:

  • Organizational skills, attention to detail and presentation
  • Skill and ability to multitask and prioritize tasks
  • Proficiency in use of Microsoft office programs: MS word, Excel, etc.
  • Demonstrated experience of cross cultural communication skills is highly desired.
  • Ability to work as a team and independently and proactively.
  • Ability to work a regular Monday through Friday schedule with impromptu, after-hours, weekend assignments and travel to countryside when necessary.
  • A valid Cameroon driver's license (at least Category B)

HOW TO APPY:

Please submit a cover letter, a resume, salary history and at least three references capable of attesting to your work performance to CM01-PROCUREMENTCAMEROON@peacecorps.gov Indicate “Assistant General Services Manageror hard copy application may be mailed to:

The Director of Management and Operations, P.O. Box 215, Yaounde, Peace Corps Cameroon

No telephone calls or personal visits. All documents, including your telephone number must be received by July 24, 2018. Only candidates selected for an interview will be contacted by telephone.





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