Inventory Officer (Kingston, Jamaica) - Min. of Foreign Affairs and Foreign Trade

Inventory Officer (GMG/AM 1) – (Not Vacant) in the Ministry of Foreign Affairs and Foreign Trade, salary range $781,512 – 928,973 per annum and any allowance(s) attached to the post.

Job Purpose

Under the direct supervision of the Office Manager the Inventory/Stores Officer ensures that Inventory Control for fixed assets including the Ministry’s fleet of motor vehicles are conducted in accordance with established governmental standards, regulations and procedures. In-addition to ensuring the custody, safety, security, recording and control of all supplies and equipment received for storage and issuance to staff.

Key Responsibilities

• Labels all assets according to standards. Ensures that records are updated and reflects actual balances and location;
• Maintains separate Inventories for all office supplies, furniture and office equipment at Headquarters;
• Makes travel arrangements for members of staff travelling on official business;
• Ensures that the conference rooms are prepared for meetings with the provision of desk, chairs and tables etc.;
• Conducts quarterly and ad hoc inspections to verify that all assets remain at specified locations;
• Conducts continuous physical examination of assets to determine condition/status and records same;
• Establishes follow-up mechanisms to address and reconciles any discrepancies that may exist between physical balances and Inventory Record balances;
• Reports any breach or inventory loss to the Office Manager;
• Prepares monthly reports to reflect the status of all assets;
• Prepares responses to audit queries and submits by deadline;
• Keeps abreast of changes in policies that relates to Inventory Management and Control;
• Refers unserviceable equipment to Board of Survey;
• Liaises with staff members and provides advice and relevant information as it relates to the use and protection of organizational assets;
• Maintains Annual Inventory Programmes;
• Files copies of the Master, Location and Individual Control Records for all assets;
• Marks furniture, equipment, machinery and tools;
• Posts Location Records in all rooms within the Ministry;
• Monitors and tracks the movement of fixed assets from area to area;Verifies physical presence of assets;
• Performs  Data  Entry  Operations,  filing  and  printing  in  relation  to  Inventory Records;
• Prepares list of defective and unsuitable fixed assets;
• Reports details of damages to Office Manager;
• Ensures  that  inventory  items  in  the  Store  Room  are  cleaned  and  properly organize;
• Conducts physical count of fixed assets;
• Maintains Leave Cards for Office Management Unit staff to record Sick and Departmental Leave taken;
• Assists the Office Manager through the dissemination of information with the development of a Disaster Management Plan for the Ministry’s assets.

Required Knowledge, Skills and Competencies
Minimum Required Qualification and Experience

• Certificate in Inventory/Supplies Management;
• Certificate in Supervisory Management from a recognized institution would be an asset;
• Entry Level requirements four (4) C.X.C.’s subjects;
• One (1) year experience working in a Stores/Supplies Unit.

OR

• Any other equivalent combination of experience and qualification.

Special Conditions Associated with the Job

• May be required to work beyond the normal working hours during periods of emergency or disaster;
• May be required to lift goods and supplies from time to time.

Applications accompanied by résumés should be submitted  no later than   Thursday, 24th October, 2019 to:

Senior Director
Human Resource Management and Development
Ministry of Foreign Affairs and Foreign Trade
21 Dominica Drive
Kingston 5.

E-mail: hrmassistant@mfaft.gov.jm

Please note that only shortlisted applicants will be contacted.



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