Head, Facilities and Asset Management Division-(AfCDC)

Job Title:  Head, Facilities and Asset Management Division-(AfCDC)

Posting Start Date:  6/4/24

Job Description: 

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Organization Information

Reports to: Director, Administration

Directorate/Department/Organ: Administration Directorate, Africa CDC

Division: Facilities and Asset Management 

Number of Direct Reports: 7

Number of Indirect Reports:

Job Grade: P5

Number of Positions: 1

Contract Type: Regular

Location: Addis Ababa, Ethiopia

Purpose of Job

The Head of Facilities and Asset Management Division shall direct and manages the daily operations of the administrative function of Africa CDC, which includes managing Africa CDC facilities (buildings and premises) and all linked services and leading the overall management of the Africa CDC main warehouse to ensure adequate and timely stores and replenishment of required goods. 

Main Functions

  • Supervises and manages the work of the Division to ensure their effectiveness.
  • Designs strategies and policies in order to address the pertinent issues in the relevant area.
  • Contributes to the development of the business continuity plan and ensures its implementation at division level.
  • Ensures risk management and mitigation.
  • Oversees the expansion and development of new and existing activities of the Division.
  • Addresses challenges relating to current practices in related field or relevant area.
  • Engages stakeholders within Members States and RECs in designing and implementing strategies.
  • Represents the organisation and explains its position at conferences, in respective area of work. 
  • Contribute to funds from donors and allocates them towards the implementation of strategies and activities of the Division, as appropriate.
  • Prepares preparation of periodic financial and budget execution reports and monitors budget execution at Division level.
  • Maintains a positive work environment that facilitates collaboration and information sharing and is conducive to attracting, retaining, and motivating diverse talent 
  • Develop and maintain operating rules and procedures. 
  • Develops and implements the Office’s medium and long-term goals and objectives 
  • Design and develop business continuity plan to address unforeseen circumstances 
  • Develop and oversee policy development and guidelines according to the organizations legal framework. 
  • Design policies consistent with the AU’s goal in order to address the pertinent issues in the relevant area. 
  • Promote awareness and training of best practices in area of expertise. 
  • Manages and supervises employees within the division, ensures the timely delivery of the Division’s goals and effective staff performance evaluation.

Specific Responsibilities

  • Contribute to the development and improvement of the AU wide policies and guidelines, rules and regulations linked to facilities and asset management.  Report on consultative meetings regarding policies, procedures and practices
  • Promote awareness and training of best practices in area of expertise. 
  •  Establish and monitor the achievement of divisional and organizational objectives and identify, assess, manage risks to the achievement of those objectives and recommend mitigation strategies.
  • Ensure the effective management of funds contributed to the organization in relation to relevant area of work.  
  • Lead and guide the annual activity planning of the division 
  • Lead and supervise the preparation of annual budget of the division, annual stock replenishment for Africa CDC through efficient application of the Materials Requirement Planning (MRP) system
  • Oversee the activities of subordinates, guide, mentor and appraise staff within the facilities and asset management function 
  • Manage and oversee the allocation of office space, timely upkeep and maintenance of office buildings and administration of Africa CDC office and other facilities
  • Ensure that the division maintains verified and accurate data on facilities and asset management and establishes an updated database 
  • Plan, develop and administer policies and systems designed to facilitate effective and efficient handling of warehouses, buildings, premises and assets.
  • Provide leadership and initiate strategic directions to detect problems related to the area of work, to ensure effectiveness and efficiency in the division’s operations 
  • Plan, confer and administer with programme managers to gather suggestions of improvements, to align Africa CDC’s facilities, warehouse and asset management with operational and administrative needs.
  • Supervise the application and compliance with policies, procedures and practices of facilities, stores and asset management; contribute towards the improvement of such policies and practices.
  • Oversee and endorse the implementation of work plans linked to annual stocktaking and verification exercises to ensure that stock valuation and end of financial year inventory report which form part of annual financial report is submitted 
  • Perform any other duties as assigned by Supervisor

Academic Requirements and Relevant Experience

Master’s degree in Materials Management, Logistics Management, Organizational Development, Engineering, Facilities or Operations Management or any other related field, with 12 (twelve) years of progressive experience, including seven (7) years in management positions. 

  • Experience in facilities and inventory management or logistics management, preferably in public or international organizations, including five (5) years at the supervisory level.
  • Experience in facilities management, engineering, or operations management is required. 
  • Certification in Strategic Organizational Development and Operations, Project Management, Building Automation, and Engineering would be an advantage. 
  • Membership in a relevant professional organization is an added advantage

Required Skills

  • Managerial skills, political tactfulness, and supervisory skills to achieve documented objectives.
  • Ability to initiate and promote collaborative approaches between geographically and culturally disparate partners.
  • Ability to establish and maintain effective partnerships and working relations both internally and externally.
  • Ability to identify key strategic opportunities and risks.
  • Ability to effectively lead, supervise, mentor, develop and evaluate staff.
  • Strong working knowledge of information technology and its implications for business commerce and managing and controlling business operations. 
  • Depth knowledge in generally accepted finance and accounting policies, principles and controls 
  • Depth knowledge of accounting theory, auditing standards, investigation guidelines, procedures and related techniques. 
  • Knowledge of auditing & investigation information systems and systems designs. 
  • Proficiency in one of the AU working languages (Arabic, English, French, Kiswahili, Portuguese and Spanish); fluency in another AU language is an added advantage.

Leadership Competencies

Strategic Perspective

Developing Others

Change Management

Managing Risk

Core Competencies

Building Relationship

Fosters Accountability Culture

Learning Orientation

Communicating with impact

Functional Competencies

Conceptual Thinking

Job Knowledge and information sharing

Drive for Results

Fosters Innovation