Stock/Asset Management Officer - Old Harbour Tax Office

JOB PURPOSE

To maintain, manage and report on the supplies and operations of the stock issued to the RSC/Tax Office to which assigned; safeguard and effectively manage all incoming items from the Stores Unit; Record and label assets; identify damaged items for repair as well as obsolete items for board of survey. 

KEY OUTPUTS

• Fixed assets checked and labelled; 
• Incoming and outgoing stock recorded; 
• Stock levels maintained; 
• Delivery slips checked and signed; 
• Damaged and Obsolete items identified and recorded 
• Asset and Stock report prepared and submitted; 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties: 

• Ensures the availability of stock on hand by forecasting, through previous issuing patterns, the amount of stock required so as to maintain the desired inventory level; 
• Ensures that stock records are maintained in an efficient manner; 
• Prepares list of stationery, office supplies and high valued items etc. needed and submits to the Supervisor, Stock/Asset Management for approval; 
• Prepares order for the stationery, office supplies and high valued items etc. and transmits to the Supervisor, Stock/Asset Management; 
• Receives goods supplied, checks the quantities received, signs delivery slips and arranges for their delivery to the storage area; 
• Records in Register and updates system with in-coming and out-going stock; Maintains a current record of all unfilled orders; 
• Maintains custody of Receipt Books, Licence Plates, Registration Certificates, all new official stamps used by the Tax Offices and all other official documents;
• Records and issues receipts books, licence plates, Registration Certificates, other high value items and goods to authorised personnel; 
• Conducts periodic checks in stock, verifies balances and compiles stock report as required; 
• Identifies obsolete stock and advises Manager, Asset Management of the need to initiate disposal in accordance with the regulations and guidelines; 
• Ensures that the security of stocks is not compromised by the entry of unauthorised personnel or other breaches of the rules applying to the operation of Stores and safeguard of valuable items; 
• Receives applications for remade plates from Taxpayer Service and submits to Main Stores for processing; 
• Checks and records fixed assets to ensure accountability and updates location record; 
• Prepares list of obsolete license plates, stationeries and high valued stocks for destruction; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Supervisor, Stock/Asset Management. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• All fixed assets are thoroughly checked and properly labelled in accordance with the relevant guidelines; 
• All Incoming and outgoing stocks are accurately recorded immediately upon receipt or distribution; 
• Stock levels are checked and reported within the stipulated timeframe and orders made to maintain the agreed levels; 
• Delivery slips are checked against goods received and signed immediately; 
• Accurate, comprehensive reports are prepared as stipulated and submitted by the due date.

AUTHORITY TO:

• Order and distribute stock; 
• Report breaches of stores; 
• Receive and sign for in-coming goods. 

REQUIRED COMPETENCIES

Specific Knowledge 

• Very good knowledge of Asset and Supplies Management; 
• Knowledge of the Procurement guidelines; 
• Familiarly with the Financial Administration and Audit (FAA) Act;
• Basic knowledge of computer systems and the relevant computer application;

Required Skills and Specialised Techniques 

• Good organizing skill; 
• Good communication and interpersonal skills; 
• Good time management skill; 

Qualification and Experience 

• Associate Degree in Business Administration or equivalent;
• Certificate in Supplies Management or Asset and Inventory Management;
• Two (2) years work related experience. 

WORKING CONDITIONS

• Normal Office environment. 
• Lifting of boxes is required;

While we thank all applicants for their interest, only short-listed candidates will be contacted.