Company Profile

The International Fertilizer Development Center (IFDC) is a public international organization (PIO) governed by an international board of directors with representation from developed and developing nations. The non-profit center focuses on increasing and sustaining food and agricultural productivity in developing countries through the development and transfer of effective and environmentally sound crop nutrient technology and agribusiness expertise.

Job Description

Position Summary: Overview The GSO holds a National position and works under the guidance of the National Administration and Finance Officer (NAFO). He is responsible for facilities maintenance, equipment, supplies and properties and the vehicle fleet for IFDC Ghana. The GSO ensures that proper procurement related to vehicles (including quotations, competition, etc.) and inventory procedures are followed. The GSO develops leases and maintenance contracts for IFDC Ghana and manages all issues related to IFDC’ leased properties. This is a multi-function position requiring a great degree of energy, flexibility and creativity. The GSO assures that all services are provided in a smooth and efficient manner. Due to the myriad of duties required and responsibility for IFDC property, the GSO must possess the ability to prioritize and have a strong sense of honesty and integrity. Facilities and Property Management • Manages all leased properties for IFDC Ghana, including maintaining regular maintenance schedule for generators, heating/cooling units, water tanks, and extinguishers located on the properties. • Coordinates the maintenance and repair of all equipment for IFDC Ghana. • Serves as main liaison with landlords to negotiate maintenance and repair work on the properties according to the specific details in the lease. Tracks repairs at leased residential properties. • Develops annual contracts for equipment maintenance following IFDC regulations for competition. • Writes justifications for vendor selection per IFDC guidelines and files them with corresponding work orders. • Submits requests for lease and contract payments to the Finance in a timely manner. • Directly coordinates activities of office cleaning staff & gardener. • Maintains spreadsheets for tracking maintenance and repairs of gates, intercoms, lights, smoke alarms, and generators. • Develops systems and procedures to effectively track, prioritize, and follow-up on work orders.

Required Skills or Experience

• Minimum of 3 years or more related experience (preferably with an international organization) with emphasis on business administration, Logistics and fleet management • Education: A minimum of First Degree; • Excellent oral and written communication skills; • Detail oriented and works with a high degree of accuracy; • Highly organized and flexible, and showing initiative; • Ability to multitask and meet changing deadlines; • Must be self-directed and able to complete projects with limited supervision; • Ability to maintain staff confidentiality; • Working knowledge of web-based searches (Internet) and email (Outlook), scheduling (Outlook calendar), word processing (Word), spreadsheets (Excel) and presentation software (PowerPoint); Ability to facilitate and support the work of team members. Motor Pool • Manage the vehicle pool, coordination of vehicle maintenance and repairs. Assure that vehicles are well maintained. Track vehicle mileage and use of gas bonds is accurate and appropriate by verifying vehicle logs and gas bond logs. Additionally, ensure that accurate maintenance tracking procedures are in place to monitor vehicle costs including developing a system for tracking and monitoring fuel consumption and gas bonds. • Maintain all vehicle files in compliance with IFDC regulations. Prepare and provide all necessary documentation to the NAFO for vehicle orders, vehicle reporting and for vehicle arrival and disposal. • Manage the vehicle calendar and logistics for all official vehicle use including site visits, daily errands, Volunteer transport and duty driver. Management of system for site visit preparation that involves the passenger to prepare the vehicle, itinerary, materials to bring and for follow-up after trip on any major events related to vehicle of driver that should be noted. • Provide guidance and oversight to the drivers, including a weekly meeting and monthly meeting with NAFO. • Obtain quotes for purchasing, and execute selected purchases related to motor pool management; assure appropriate documentation and filing of quotes and procurement related documents. Other • Ensures all offices and residences have adequate utilities and that all utility bills are paid in a timely manner • Works with telephone, cell phone, electricity, and water providers to ensure service to residences and offices. Works with providers to ensure that bills for services are provided, paid, and tracked in collaboration with the Accountants. Follows-up with the service providers on late or unpaid bills. • Oversees and initiates measures necessary for physical security of IFDC leased properties. Consults with Administrative Officer and Safety & Security Coordinator regarding necessary upgrades to ensure appropriate security. • Coordinates shipping & receiving activities with the relevant local customs authorities and shipping agents. Provides all necessary information (i.e. receipts, invoices, airway bills, bills of lading) to the appropriate parties to ensure speedy clearance of IFDC shipments and vehicles.