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Position Summary: Coordination of strategic functions for managing the Physical Resources Process, including document management, inventories, fixed asset maintenance, and supervision of procurement and suppliers. Key Highlights: 1. Comprehensive management of fixed assets and physical resources. 2. Implementation of procurement processes and supplier monitoring. 3. Ensuring appropriate and comfortable spaces. Strategic functions for effective document management Coordination of core functions for managing the Physical Resources Process ● Maintain an updated, accurate, and precise record of all items comprising the organization’s plant, property, and equipment; furniture and furnishings; and machinery—accurately identifying location and assignment through inventory management. ● Precisely assess the physical, mechanical, and performance condition of each fixed asset owned by the organization; verify usage and handling (care) by the responsible staff member through inspection and evaluation, taking appropriate measures. Data must reflect the asset’s past and current life and provide information to keep its book value up to date. ● Guarantee appropriate and comfortable spaces enabling staff to perform their duties satisfactorily. ● Conduct ongoing inspections at the office premises to update and improve policies regarding maintenance, usage, placement, and requirements of fixed assets and supplies at workstations. ● Verify and support outcomes of the preventive maintenance program for physical infrastructure, furniture, furnishings, equipment, and machinery—anticipating failures and ensuring full operational efficiency and effectiveness. This activity should extend the useful life of fixed assets. ● Evaluate and monitor requests for resources submitted by staff, ensuring such requests contribute precisely and rationally to the tasks required in their respective positions. ● Manage and ensure the preparation and delivery of staff uniforms/equipment at the office premises. ● Propose investment plans to superiors concerning machinery, workstations, and all other essential elements affecting operations—ensuring necessary improvements are considered so that administrative, teaching, and operational teams fully achieve established objectives. ● Enforce warranties and insurance policies in cases where suppliers fail to meet agreed-upon conditions. ● Ensure compliance with local and national regulations regarding water, waste, gases, drainage, sewers, lighting, etc. ● Inform superiors of required actions following loss of a fixed asset or corporate item; likewise, manage necessary procedures to write off expired, unusable, obsolete, damaged, or destroyed items and report them to the accounting department. ● Supervise timely delivery of goods to projects and departments, ensuring deliveries occur within scheduled dates and under optimal quality conditions. ● Implement procurement processes—from quotations through receipt of purchased items. ● Monitor suppliers via records to generate annual supplier evaluations and follow-ups within timelines defined by organizational policies. ● Be accountable for proper archiving of official office documents and general insurance policies, as well as ensuring their validity. ● Schedule and coordinate assigned vehicle movements, prioritizing planned activities—provided vehicles are assigned to the office premises. ● Manage vehicle insurance and inspections according to expiration dates—provided vehicles are assigned to the office premises. Work Location: On-site employment
