JOB PURPOSE
To plan, coordinate, monitor and evaluate the Asset and Inventory Management systems for the accurate accounting and safeguarding of all assets and inventories; coordinate and manage a team of officers towards the effective and efficient management of the assets and inventories, review policies and procedures regarding the operations of the Department’s Stores; monitor usage of all stock and maintain re-order level in accordance with the relevant guidelines.
KEY OUTPUTS
- Reorder level for all Inventories and Assets monitored;
- Asset management framework developed;
- Inventory management systems monitored;
- High valued items closely monitored and checked;
- Operational Plan, with the supporting budget, prepared and submitted;
- Policies and procedures developed, reviewed, enforced and monitored;
- Reports prepared and submitted;
- Human and financial resources managed and budget prepared.
KEY RESPONSIBILITY AREAS
Managerial and Administrative Duties:
- Provides leadership, support and guidance to all staff to ensure that the Section is effectively managed;
- Guides the development of the Operation and Work Plans with supporting budget for the Section, ensuring that all the relevant activities to be under taken and required resources and expenditures are made within the budgetary allocations;
- Plans, coordinates and directs all the activities of the functional areas;
- Manages and monitors the performance of the Section;
- Prepares and submits relevant reports;
- Establishes and enforces standards and rules of professional conduct for staff within the Section in order to maintain the highest degree of integrity and efficiency;
- Ensures staff is aware of and operates in accordance with all relevant laws and policies;
- Ensures staff has sufficient and appropriate physical resources to undertake their duties efficiently and effectively;
- Develops and maintains effective working relations with external and internal stakeholders, to ensure that the Section provides a consistently high level of service.
Technical and Professional Duties:
- Monitors delivery of assets and inventories island-wide;
- Oversees and monitors the distribution all high valued items requested by Supervisor Stock/Asset Management, Stock/Asset Management Officers and or authorised collectors island-wide;
- Approves requests for assets and inventory supplies;
- Checks and verifies that source documents correspond with all items delivered and received from suppliers and certifies invoices for payment;
- Develops and maintains an effective asset management programme, inclusive of reviewing valuation and insurance of the Organization’s assets to ensure that they are in keeping with Government of Jamaica asset policy;
- Develops and maintains an inventory system for all goods and equipment;
- Liaises with Procurement and Accounts to secure the payment of goods;
- Reviews best practices and implements strategies that will boost the operations of the Organisation’s main Stores;
- Recommends strategies and monitoring tools to ensure that store rooms are properly secured during working hours and before departure from office;
- Ensures that all safety and security procedures relating to the main Stores are adhered to;
- Investigates all reports on breaches and discrepancies, reported by the Managers;
- Investigates and responds to audit queries on activities relating to the operations; Oversees the proper storage of all assets and inventories;
- Implements established enterprise risk culture within teams/sections that is aligned to TAJ’s enterprise risk management objectives;
- Maintains, manages and provides aggregated reports (Sub-risk Register) on ERM activities under the purview of the Section as per required standards;
- Performs any other related duties as directed by the Chief Administration, Property and Security Officer;
Human Resource Management Duties:
- Develops and manages the Section’s HR plan that addresses staff requirements and succession planning and liaises with the Chief Administration, Property and Security Officer;
- Participates in the recruitment of staff for the Section and ensures that they are aware of and adhere to the policies and procedures of the Department;
- Conducts periodical reviews of supervisees in accordance with the Work Plan;
- Manages Leave Administration for staff as it relates Casual, Sick and Vacation Leave;
- Completes final performance assessments and recommends appropriate training and development programmes as necessary;
- Initiates and participates in disciplinary proceedings relating to staff members within the Section and implements corrective measures;
PERFORMANCE STANDARDS
This job is satisfactorily performed when:
- Re order levels for all Inventories and Assets are strictly monitored for adherence;
- High valued items are closely monitored and checked on a regular basis;
- Asset management programme developed in keeping with established guidelines and procedures;
- Inventory system managed and maintained according to agreed standards
- The Operation Plan, with the supporting budget, for the Section is prepared as stipulated and submitted by the due date;
- Monitors employees’ adherence to the government’s Asset Management policies and procedures and conducts periodic reviews of policies and procedures with staff;
- Reports prepared and submitted in keeping with established standard and agreed timelines;
- Human resource policies and procedures are administered equitably, without discrimination and financial resources used as budgeted.
AUTHORITY TO:
- Sign off on invoices for payments;
- Review all policies and make recommendation for changes;
- Recommend changes to relevant systems;
REQUIRED COMPETENCIES
Specific Knowledge
- Comprehensive knowledge of inventory and storage policies;
- Comprehensive knowledge of the relevant asset and inventory management system;
- Excellent knowledge of office management and maintenance;
- Excellent Knowledge of government’s Staff Orders as well as other relevant governing policies;
- Excellent knowledge of the operations and functions of Tax Administration Jamaica;
- Good knowledge of computer systems and the relevant applications.
Required Skills and Specialised Techniques
- Excellent management, planning and decision making skills;
- Excellent communication, interpersonal and team skills;
- Very good analytical and presentation skills;
- High level of initiative, professionalism, good work ethics, time management and the ability to work under pressure.
Qualification and Experience
- MSc Degree in Management Studies or equivalent;
- Diploma in Supplies/Asset Management;
- Certificate in Supervisory Management;
- Five (5) years’ work related experience
WORKING CONDITIONS
- Normal office environment;
- Travel (20-30%).
While we thank all applicants for their interest, only short-listed candidates will be contacted.
