Inventory Officer (GMG/AM 2)

Job Purpose

Under the direction of the Director, Administration the Inventory Officer is responsible for the accurate maintenance of the Department’s Inventory Management System, ensuring that all items procured are recorded and accounted for in all its locations islandwide. The Officer is required to execute inventory control measures to minimize stock holding and maximize stock efficiency and paperwork accuracy at all offices of the Department and postal locations/points islandwide. 

Key Responsibilities

Technical/Professional 

• Develops the Department’s inventory management strategy with the aim of controlling costs within budgetary limits, generating savings and rationalizing; 
• Maintains the Department’ s inventory system; 
• Manages and controls perpetual inventory stock counting/inventory accuracy checks at Central Sorting Office (CSO) and all outstations to ensure government assets are tagged and accounted for; 
• Keeps records of all government assets received, issued and outstanding balance in all locations islandwide by recording quantity ordered, unit cost, total cost of quantity ordered along with the invoice and delivery number issued; 
• Supervises the inspection, verification and re-verification of all fixed assets in all offices and postal locations/points islandwide; 
• Prepares Board of Survey Reports (BOS) for the Ministry of Finance and the Public Service; 
• Ensures that BOS items are removed from offices within Department and postal locations/points to the BOS location and that assets marked for disposal are disposed of according to the National Environmental Planning Agency (NEPA) guidelines. 
• Assists in coordinating the removal of obsolete items (furniture, equipment, etc.) in all offices and postal locations/points islandwide to be BOS; 
• Assists in coordinating the relocation of various furniture, equipment etc.. islandwide
• Updates record of items returned from divisions/out stations and ensure they are well organised and controlled to sufficiently support the goals of the Department;
• Issues and updates annual inventory record of CSO and all out stations to ensure the department’s assets are accounted for; 
• Keeps record of inventory transferred to other divisions and outstations;
• Undertakes stock-taking/ stock confirmation in conjunction with designated staff on a regular basis for CSO and all outstations; 
• Coordinates and manages procedures for the handling (offloading, packaging and unpacking) and movement of items of furniture/equipment in and out of the bulk warehouses; 

Human Resource 

• Monitors and evaluates the performance of staff supervised and recommends corrective actions where necessary; 
• Provides leadership and guidance to staff supervised through effective planning, delegation, communication, training, mentoring and coaching; 
• Identifies training/development needs of staff supervised and makes recommendations as required; 
• Establishes and maintains a system that fosters a culture of team work, employee empowerment and commitment to the Department’s and Branches goals;
• Fosters an atmosphere of trust, high ethical and confidential standard;
• Ensures that staff supervised is aware of and adheres to the policies, procedures and regulations which guides the operations of the Division and the Branch; 
• Recommend leave for staff supervised in keeping with established Human Resource policies and procedures; 
• Recommends disciplinary action in keeping with the established Human Resource policies and procedures; 
• Conducts monthly and other ad hoc meetings with staff supervised. 
• Performs any other related duties assigned. 

Required Knowledge, Skills and Competencies

Core 

• Excellent oral and written communication skills; 
• Excellent interpersonal skill; 
• Excellent problem solving and decision making skills; 

Functional/Technical 

• Knowledge of Government/Department’s Policies and Procedures; 
• Knowledge of Government of Jamaica Asset Management Policy 
• Knowledge of Records Management; 
• Good Knowledge of UPU Standards 
• Good Knowledge of Post Office Act (1941) 

Minimum Required Qualification and Experience

• Associate/Diploma in Public Administration/Management Studies or equivalent;
• Minimum of two (2) years’ experience in Stores Management. 

OR 

• Training in Supplies Management; 
• Minimum of three (3) years’ experience in Store Management; 
• Any other equivalent combination of qualification and experience 

Special Conditions Associated with the Job

• Extensive traveling island wide; 
• Exposure to dust; 
• Exposure to hazardous fumes; 
• Exposure to harmful chemicals

Please note that only shortlisted applicants will be contacted.