Maintain a permanent property register of the organization. Assign identification numbers. Conduct physical count of properties periodically and report to management, CRS HQ, and other eligible parties.

Major Responsibilities of Position

A- Acquisition of Property:

1) Collect the second copy of Goods Receiving Notes (GRN) from receiving unit together with extra copies (photo copies) of invoices and cash receipts.
2) Make sure that GRN and invoices contains all necessary information such as serial number, description, quantity invoiced and received, acquisition cost and donor source project number of purchased materials.
3) File all supporting documents used for recording properties in a manner that facilitate further review and verification.

B- Property identification number:

1) Assign unique identification/tag number to properties at the time of acquisition. Identification numbers must keep their chronological order and should be applied consistently in both the main office and sub offices.
2) Make sure that goods are distributed to users only after identification numbers are fixed and details are recorded in the permanent register.
3) Make all staff sign for the list of properties in their custody and maintain the copy in safe place. Update the list and get the signature of responsible staff whenever there are changes in quantity of properties in their control.
4) Ensure staff leaving employment of CRS handed over all properties in their custody before Human Resources approves the clearance check list and advice Finance for termination benefit payments.
5) Ascertain that identification numbers fixed on properties are legible all the time and replace old and fade out numbers.

C- Property Register

1) Keep a permanent register of all properties of the organization. This includes properties in the main office, sub-offices, warehouses, temporary offices (in case of emergency), satellite stores, etc.
2) Coordinate with staff in-charge of property controlling in sub-offices to get up to date and timely information.
3) Maintain separate records for group of properties with acquisition costs of $100 to $499, $500 to $5,000 and over $5,000.
4) Ascertain that the register constitutes the following information for all properties:
a. Property number assigned by CRS/Haiti.
b. Description of the item.
c. Quantity.
d. Serial or model number.
e. Motor and plate numbers for vehicles.
f. Purchase request, purchase order and check number.
g. Donor source and project number.
h. Acquisition date.
i. Acquisition cost.
j. Location – user of the property.
k. Current status.
5) Identify properties damaged, out of function and transferred to other organizations on loan, donation or any other approved means.
6) Track transfer of properties between and among staff/departments and update the permanent register accordingly.
7) Insure that all changes in location and user of properties are done using formal communication format with the approval of responsible supervisors.
8) Provide estimated costs for donated properties after assessing the market and evidencing with supporting documents.
9) Assign estimated costs to old properties for which tracing their acquisition cost is not possible due to passage of time or improper filing.

D- Property reports

1) Provide quarterly property reports to the Deputy Administration Manager. The report should be summarized by office (main office and sub-office) and department.
2) Prepare and submit quarterly inventory reports to CRS/HT – Finance; two separate reports for properties worth over $5,000 and between $500 & $5000.
3) Provide property list for specific projects to donors interim/progress reports, auditing and project closure reports.
4) Compile property register reports required for operational license renewal and for other local government reporting purposes.

E- Physical count of property – safe guarding the physical existence of properties

1) Ascertain the physical existence of properties by conducting walk through regular checkings.
2) Put in place a system and communication forms for movement of properties within and among offices of CRS Haiti.
3) Conduct comprehensive physical count of properties at least once in a fiscal year.
4) Organize, coordinate and participate in periodic physical count of properties.
5) Take the lead, supervise and provide written guidance on physical count to staff involved in the physical count.
6) Reconcile the physical count with the permanent register after the completion of the count.
7) Investigate any variances noted between the count and the register. Identify causes for discrepancies and take immediate action to resolve them.
8) Submit a final report to management on the outcome of the physical count and the subsequent reconciliation within one month of completing the annual physical count.
9) keep the annual inventory report safe for subsequent verification such as auditing.

F- Stock Management – Imported goods

1) Receive imported materials from shipping coordinator/clearance agents and maintain a record of their movement:
a. Vehicle spare parts.
b. Computers, Lap tops, and their accessories.
c. Other materials.
2) Issue to users through appropriate documents with the authorization of responsible staff.
3) Submit a quarterly report of imported goods received, issued and in stock with their respective quantities and values to the Deputy Administration Manager.

G- Non-operational, damaged properties and disposition plans

1) Collect non-operational properties and report immediately to Administration Manager with appropriate disposition plans.
2) Develop systems of communication and do frequent assessment to identify damaged properties and facilitate their maintenance and repair timely.

H- Back-up responsibilities

1) Assist other administration staff as requested.

• Diploma in Accounting, Computer Science or related discipline.
• Minimum of three years experience in accounting or administration related jobs.
• Computer literacy - competency in Excel, Access is mandatory.
• Must be able to work well under pressure.
• Strong organizational skills, attention to detail, ability to meet deadlines.

Interested candidates should send their curriculum vitae with a cover letter, and copy of certificates in a sealed envelope with the mention A-PIA-1110.

2010-12-18