Senior Records Officer

Key Responsibilities:

Asset Management 

• Receives assets, updates all relevant inventory records for all incoming fixed assets, and distributes them to the relevant person. 
• Ensure all documents are accurate and conform to the issued Purchase Order. Assist with the compilation and submission of accurate disposal documents, including expired stock 
• Assist with the dissemination of information related to proper asset management 
• Recommend and assist with the implementation of software to aid in asset management 
• Under the supervision of the Administrator, update and maintain the warranty register 
• Maintains and monitors equipment service records in hard and softcopy 

Filing 

• Aids in the improvement and maintenance of the file index system.
• Ensures all payment vouchers for assets are received and filed
• Assist with updating store cards 
• Keeps files current 

Data Entry 

• Provides information and assist with inputting information into fixed asset register 
• Keep current entries into fixed asset management software of all fixed assets. 

Fixed Asset Inventory Management 

• Under the direction of the Administrator receive stock items and update the relevant records 
• Receive and sort stock and non-stock requisitions 
• Assist with the distribution of stock items after approval of requisition by Administrator 
• Assists with the maintenance of Fixed Asset Inventory system ensuring that all items of furniture and equipment and software are accounted for.
• Assist with maintaining the Master, Individual and Location Records Marks/codes all items of furniture and equipment 
• Carries out periodic checks at assigned location and updates location records
• Assists with the arrangements for the Board of Survey for disposal of recommended assets. 
• Assist with the preparation of the Fixed Asset Disposal Lists 
• Assist with maintaining standards in Government House inventory procedures 

Other Responsibilities 

• Provides assistance in the Stores as requested. 
• Prepares monthly report on acquired assets. 
• Assists with organization and execution of inventory and store audits.
• Assists with up-dating the service/maintenance records for office machines and equipment 
• Assists with the processing of invoices through the unit and follow-up with Accounts to assist timely payment. 
• Inspects assets to determine state of repairs and make recommendation for suitable action 
• Assists with stock taking exercise. 
• Performs other related duties that may from time to time be assigned.
• Keeps store safe while prohibiting unauthorized access 

Required Skills/Competencies

The post-holder will be able to demonstrate: 

• Excellent Interpersonal Skills. 
• Sound knowledge of filing, asset management and filing systems.
• Competence in the use of relevant computer software. 
• Good written and oral communication skills. 
• Team player. 

Minimum Required Qualifications and Experience:

The following qualification is required: 

• Five CXC/GCE O’Level subjects including Mathematics and English Language.
• Training in Supply Management

We appreciate all responses, but only short-listed applicants will be contacted.