JOB PURPOSE
Under the general supervision of the Office Services Manager, the Asset & Inventory Officer is responsible for the managing the asset registry and tracking the movement of fixed asset throughout the ministry and departments. The incumbent also has responsibility for assessing the condition of stored supplies, office furniture, equipment, tools computers, making recommendations for the disposal of obsolete items and implementing asset disposal activities in accordance to established guidelines, systems and procedures.
KEY RESPONSIBILITIES
Technical/Professional Responsibilities
- Contributes to the development of guidelines, policies and standards for the asset management portfolio of the Ministry.
- Creates and monitors a system of controls, procedures, and forms for the recordation of fixed assets.
- Processes requests and oversees/tracks the movement of fixed assets throughout the Ministry, including out-stations.
- Continuously check that location inventory records are correct and current.
- Monitors all locations to ensure proper security and storage of all fixed asset items.
- Recommends survey of defective or unusable items tracks the implementations of recommendations for the proper disposal of assets in accordance with government guidelines.
- Participates in the physical count of inventory items according to a prescribed schedule and ensures conformance with physical/electronic records.
- Prepares audit schedules relating to fixed assets, and assists the auditors in their inquiries.
- Liaises with the appropriate service providers in relation to the insurance of furniture, equipment and other assets.
- Calculates depreciation for all fixed assets.
- Reviews and updates the detailed schedule of fixed assets and accumulated depreciation.
- Investigates the potential obsolescence of fixed assets and recommend disposal actions in accordance with the GOJ Asset Management Policy.
- Provides information and documentation on the usage of supplies and assets for planning and forecasting and to inform public procurement to satisfy the needs of the Ministry and out-stations.
- Conducts fixed asset verification exercises, including assessment of the condition of assets and utilizes the information to determine the remaining useful life of the items.
- Recommends and implements asset management enhancement initiatives in conformance to government guidelines and the internal policies and standards of the Ministry, as well as those of the MoFPS.
- Keeps current with the latest tools/techniques in Asset & Inventory Management to determine what new solutions and implementations will meet MLCA business/operational requirements.
Management/Administrative Responsibilities
- Develops Individual Work Plan based on alignment to the overall plan for the section.
- Participates in meetings, seminars, workshops and conferences as required.
- Prepares reports and programme documents as required.
- Maintains customer service principles, standards and measurements.
Human Resources Responsibilities
- Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals.
- Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme.
Other Responsibilities
- Performs all other duties and functions as may be required from time to time.
REQUIRED COMPETENCIES
- Excellent oral and written communication skills;
- Excellent interpersonal and customer relations skills;
- Excellent planning and organizing skills;
- Excellent problem solving and analytical skills;
- Good time management skills;
- Good negotiation skills.
MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE
- Associate Degree in Management/Public Administration/Accounts field or equivalent education;
- Two (2) years related experience
- Training in Asset and Inventory Management
OR
- Certificate in Management/Public Administration/Accounts field or equivalent education
- Three (3) years related experience
- Training in Asset and Inventory Management
The Ministry of Legal and Constitutional Affairs thanks all applicants for their interest, but only those shortlisted will be contacted.
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