Fixed Assets Officer

Job Description

1 year Fixed term contract

Overall Purpose of the Job

To look after the company assets to ensure that they are well kept, depreciated correctly and to keep records. Responsible to ensure that assets reflecting on the books are maintained and insured, labeled according as per the fixed assets’ policy and distributed to correct users and locations. Collaborate with the Finance Manager to effectively manage the financial aspects and responsible to reconcile assets to the general ledger.

Education (Formal Qualification Required)

Minimum

Diploma in Procurement or Business Administration

Training and Knowledge (Should the current incumbent leave)

Minimum

1 month

Ideal

3 month

Experience (Minimum Experience Required – type and number of years)

Minimum

Minimum time spent in job

Stock Controller

2-3 years’

Assets Control and Management

• Build, load and maintain the fixed assets register.
• Manage and review daily capturing of additions, disposals and transfers ensuring accuracy and quality.
• Make sure that the fixed assets register (FAR) complies with the rules and regulations as per the Fixed Asset Management Policy and Donor rules and regulations.
• Responsible to reconcile fixed assets to the general ledger assets accounts using the applicable software for submission to the Finance Manager.
• Label and record all company fixed assets before distributing to user and record details on the FAR.
• Provide input and feedback on how to improve the Fixed Asset Policy and Procedures.
• Updated asset records on daily basis to ensure easy access.
• Review fixed assets and inventory write-off proposals from line managers/ IT department to ensure they are properly documented and authorised.
• Remove assets from the FAR when they are expired, absolute or stolen. Compile a report on all company fixed assets and submit to Line Manger.
• Produce FAR (Fixed Asset Register) report to Line Manager on monthly basis.
• Confirm assets are insured and notify Supply Chain Manager where assets are not insured.
• Responsible for accurate asset details on all fixed assets for auditing purpose.
• Assist the finance department by providing the necessary information and documents for audit purpose.
• Provide assistance to company’s Internal and External auditors.

· Prepare asset confirmation letters and supporting documents in the event that physical verification during an audit is not possible.

Assets Accountability

· Conduct physical verification of assets every six months.

· Obtain staff members’ signature following asset verification meeting.

· Provide them with a copy of their verified assets and file own copy for auditing purpose.

· Conduct the depreciation calculation and submit to the Accountant.

· Obtain a signed asset transfer document from staff transferring assets off-site. File a copy for auditing purpose.

· Process the request for asset disposal form

· Initiate the disposal request and follow up on stolen or lost assets to be disposed of the FAR.

About the Organization

Right to Care is at the vanguard in supporting and delivering prevention, care, and treatment services for HIV and associated diseases. We work with government and communities to find pioneering solutions to build and strengthening public healthcare.

We embrace a strong entrepreneurial culture and focuses on innovation and the use of technology to enhance services, address skills shortages, and deliver quality healthcare outcomes. Our areas of expertise include HIV and TB care and treatment, pharmacy automation, medical male circumcision, and cervical cancer diagnosis and treatment.