The Operations and Maintenance Division (CGSP.1) of the General Services and Procurement Department (CGSP) is responsible for procurement and management of Bank real estate assets, namely land as well as buildings along with their technical installations and office furniture and equipment: It is thus required to carry out (i) investment planning and programming, (ii) maintenance of real property, (iii) operation and maintenance of equipment and technical installations, (iv) capital asset management, and to (v) support the Bank decentralization policy by opening the field offices and providing them continuous assistance (identification, lease negotiation and fitting out to meet the Bank’s standards and requirements).
Duties and responsibilities
Under the supervision of the Division Manager CGSP.1 (Operations and Maintenance Division), the incumbent will be responsible for the management and monitoring of work and maintenance services relating to the technical equipment installed in premises occupied by the Bank at its Headquarters, its Temporary Relocation Agency and its field offices. His/her tasks will consist in:
- Centralizing the office furniture and equipment needs notified by the different Bank organizational units
- Preparing capital budgets concerning office furniture and equipment as well as the administrative budget, and planning goods (capital assets) and service procurement
- Supervising and validating SAP entry of fixed asset data and SAP creation and processing of purchase orders and transmission of outcomes to CGSP.2 to initiate procurement (bidding, selection, purchase order)
- Supervising the assistants carrying out goods and service reception (quality control), temporary storage, labeling of items delivered using bar codes and their distribution to end users
- Ensuring consistency of information contained in the SAP fixed asset data base (link between bar codes n° and item n°)
- Supervision and coordination, in collaboration with audit firms, of physical inventories, control procedures and disposal of used goods
- Centralizing the organizational units’ requests for space, based on staff numbers
- Planning work space allocation on the basis of staff planning statistics provided by the Budget and HR departments (staff at post, vacancies, short-term staff, temporary staff, technical assistants, consultants, interns, etc. )
- Participation, with the IT units, Legal Department and Security Unit, in locating, identifying and assessing buildings, to make recommendations for renting
- Participating in drawing up technical specifications for procurement of office furniture and equipment and supervising their positioning in workspaces
- Setting criteria and standards for space allocation
- Coordinating space allocation in accordance with set criteria and with the aim of bringing all staff in the same unit together in the same area
- Participation in drafting lease contracts in close collaboration with the Legal Department
- Preparing, managing and monitoring the administrative budget (covering rent and services inherent in property management)
- Coordinating office space inventories and having them updated in the space management software data base. Producing inventory reports
- Preparing terms of reference of tender documents for recruitment of service providers specializing in moving, sale, assembly and disassembly of office furniture, as well as audit firms to conduct the fixed assets inventory, etc.
- Ensuring optimal implementation of the parking lot allocation policy
- Carrying out all administrative tasks linked with this position and/or required by the Division Manager.
Selection Criteria
Including desirable skills, knowledge and experience
- A minimum of a Masters degree in Business Management, Business Administration or related disciplines
- At least four (4) years’ experience in asset management in a financial institution and/or multilateral development bank
- Skills acquired in office space and fixed asset management
- Skills acquired in management of lease contracts and service provision
- Strong team worker with good communication skills
- Effective written and oral communication in English and/or French; knowledge of both would be a plus
- Competence in use of standard Bank software such as Word, Excel, PowerPoint; SAP skills would be an added advantage
- Familiarity with (knowledge of) the Bank rules and procedures
- Conversance with a software package for management of space and fixed assets would be an advantage.
Document download
Fixed Assets Management Officer - Operation and maintenance Division (233 KB)
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To apply for this position, you need to be national of one of AfDB member countries.
- Submitted by: Mohamed YOUSSOUF, Division Manager, CHRM.1
- Approved by: Gemina ARCHER-DAVIES, Director, CHRM
Only applicants who fully meet the Bank's requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit an online application, and attach a comprehensive Curriculum Vitae (CV). The AfDB President reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply: www.afdb.org/jobs
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