General Services Manager (GSM) – Job Ref: 80

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General Services Manager (GSM)

Peace Corps Zambia wishes to invite applications from suitably qualified persons to fill the position of General Services Manager (GSM).

Location: Lusaka
Starting Salary: ZMW 326,330.00/Annum
Work hours: Full-time; 40 hours/week (work outside normal office hours is at times required)

General Description

The General Services Manager (GSM) manages Peace Corps logistical and support operations at post. Other roles and responsibilities include but not limited to following:

  • Real property management;
  • Personal property management;
  • Team management & performance
  • Fleet management; and
  • Procurement assistance.

The position reports to the Director of Management and Operations (DMO)

Specific Tasks and Responsibilities:

Overall General Services Management

  • Plan, direct, and oversee the work of the Motor Pool Coordinator and the GSO Clerk.
  • Develop Standard Operating Procedures for post’s General Services Office (GSO) operations. Ensure that GSO operations are in compliance with Peace Corps policy and other applicable U.S. government policy and regulations.
  • Prepare or oversee preparation of various periodic reports such as VMIS, Sunflower, Green Energy Challenge, Vehicle Fleet Plan, etc.
  • Participate in the budget and logistical planning to support post’s annual operations, the pre-service trainings and real property management.
  • Oversee Work Order process ensuring all Work Orders are processed in a timely and compliant manner and that the work order tracking system is kept up-to-date and accurate.
  • Respond to Peace Corps Volunteer/Trainee (PCV/T) requests, directing them to appropriate staff for assistance, and directing staff to help them where appropriate.
  • Manage a weekly GSO Task List and ensure tasks are completed on time.

Real Property Management:

  • Work with the DMO or assigned Contracting Officer to select and evaluate real property for leases for the Lusaka office, provincial offices, training centers and USDH staff residences. Assist in lease negotiations, managing the leases, and lease renewals.
  • Work with landlords on issues of access, safety, security, utilities, maintenance and repair, and payment processing.
  • Ensure all offices, PSTs, and residences are well maintained and attend to all maintenance requests by outsourcing or delegating assignments to the GSO team.
  • Ensure all generators have fuel at all times and are serviced regularly in conjunction with the Driver/Mechanic.
  • Review and approve all generator logs from Lusaka, provincial offices, and training centers.
  • Ensure all utility bills are paid in a timely manner and incorporate all power consumption into the Green Challenge Energy Consumption report.

Personal Property Management:

  • Oversee the recording, sighting and recording of all assets into Sunflower inventory system.
  • Coordinate the storage and movement of all Peace Corps supplies and furnishings.
  • Coordinate annual disposal of Peace Corps replacement property.
  • Oversee and prepare annual inventory reports.
  • Oversee Peace Corps property use and maintenance and repair.

Fleet Management

  • In conjunction with the Motor Pool Coordinator, ensure drivers meet all requirements to drive and that vehicles are available as required and properly maintained.
  • Review and authorize weekly fleet schedules and participate in quarterly planning exercises.
  • Oversee the correct and timely entries into VMIS for all maintenance and fuel activities.
  • Complete monthly reviews of vehicle logs and fuel bills and reconcile data with VMIS for DMO approval.
  • Monitor driving compliance for the Post, provide driving coaching, and ensure required incidents are reported to HR for further action. Carry a valid Zambian driver’s license at all times when driving.
  • Draft Vehicle Fleet Plans and vehicle specification requirements.
  • Oversee customs clearance process for new vehicles and maintain all related files.
  • Review the vehicle sale process in compliance with Peace Corps regulations and ensure that all duties are cleared.

Procurement:

  • Develop and maintain professional relationships with vendors, contractors, and landlords.
  • Following Peace Corps policies, receive assigned work orders; delegate responsibilities within GSO to obtain, as directed by the DMO or other Contracting Officer, quotations for the procurement of goods and services; review proforma invoices received; and provide the assigned Contracting Officer recommendations for selection.
  • Maintain orderly auditable records of all items recommended to the Contracting Officer for selection which include all supporting documentation: work orders, procurement documents, proforma invoices received, bid evaluations, signed contracts, vendor communications, etc in accordance with Peace Corps policy.
  • Track the status of all assigned work orders in the work order database.
  • Recommend the selection of reliable and reputable contractors (plumbers, electricians, carpenters, etc.) on a competitive basis for the PC Office, PST, residences and regional offices.
  • Draft Requests for Procurement and selection memos for procurements above the minimum thresholds as requested by the assigned Contracting Officer.
  • Maintain an updated database of regular and emergency on-call suppliers of goods and services.
  • Act as a liaison between Peace Corps and landlords, vendors and contractors for fact-finding of any issues.

Other Tasks

  • May be tasked as a driver transporting passengers and/or supplies in the city and up-country.
  • Assist DMO in case of activation of the Emergency Action Plan (EAP) or other emergencies. Must be familiar with the Emergency Action Plan (EAP), roles and responsibilities outlined in the plan and actively participate in annual training and testing at the EAP.
  • Takes on additional duties and responsibilities during absence of the other staff in GSO.

Logistics and Level of Effort

Performs duties during a 40 hour work week. Schedule may vary, based on post requirements and may include evening, holiday and weekend work.

Required Qualifications:

In order to be selected for this position, the applicant must be a Zambian Citizen, must not have been employed in intelligence-related activities, and must submit a typed cover letter and CV (with at least three traceable references) that clearly documents how you meet each of the following requirements;

  • Advanced diploma in related field (i.e., procurement, logistics, management). University degree in related field preferred.
  • Five years serving in a similar management/supervisory position in the general services field including procurement and inventory management; property management; fleet management; logistical management; and management of clearing and forwarding processes
  • Practical demonstrated knowledge of procurement and inventory management best practices (US Government regulations in these areas preferred); working knowledge of fleet management (scheduling, fuel
    management and maintenance); and working knowledge of office and residential property management
    and maintenance.
  • Current member of ZIPS (Zambia Institute of Purchasing and Supply); Holder or partial-holder of MCIPS
    (Chartered Institute of Purchasing and Supply) preferred.
  • Computer literacy in Microsoft Office products (word processing and spreadsheets); Experience with
    inventory databases.
  • Valid Zambian unrestricted driver’s license required; Ability to drive manual 4×4 vehicles preferred.

Applications and supporting documentation including a typed cover letter, CV that clearly documents how you meet each of the above requirements, and at least three traceable references must be submitted by close of business February 25, 2019.

Address applications to:

The Human Resources Specialist,
Peace Corps Zambia,
Plot 71A Kabulonga Rd.
P.O. Box 50707, Lusaka, Zambia

Email: zm01-jobs@zm.peacecorps.gov clearly stating your name and position applied for in the subject line of your email (E.g. John Doe, General Services Manager)

The United States Peace Corps is an Equal Opportunity Employer.

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