Records Officer 1 (PIDG/RIM 2)

Key Responsibilities

• Receives and registers all correspondence and cheques relating to the purchasing of goods/services and repairs of equipment; 
• Checks all bills, travelling/subsistence claims for accuracy; 
• Prepares and submits commitment/payment vouchers; 
• Assists in the preparation and submission of reimbursement of petty cash;
• Assists in maintaining appropriate records of inventory and stock distribution;
• Assists in monitoring requests for procurement of stationery and garden items;
• Calculates deductible taxes from contract amount and prepares related documents for payment; 
• Prepares attendance reports and calculates man-hours lost for office staff;
• Assists with updating leave of absence cards, verifies leave taken and prepares and submits monthly reports; 
• Liaises with the Collections and Disbursement Clerk/Accounting Clerk/Collection Officer to determine status of payment for all bills and travelling/subsistence claims;
• Custodian of Branch’s key; 
• Checks Branch’s plants sales/rental receipt books; 
• Monitors Branch’s revenue and expenses from special projects; 
• Assists with the Branch’s promotional events; 
• Manages the distribution of items from the storeroom; 
• Organizes and maintains sanitation of storeroom; 
• Assists in organizing the division’s staff meetings; 
• Assists in identifying staffing needs; 
• Performs other related duties assigned from time to time. 

Required Knowledge, Skills and Competencies

Core 

• Good oral and written communication skills; 
• Good problem-solving and decision making skills; 
• Good conflict management skills; 
• Good customer and quality focus skills; 
• Good interpersonal skills; 
• Good planning and organizing skills; 
• Good teamwork and co-operation; 
• Compliance. 

Functional/Technical 

• Sound knowledge of Accounting Practices; 
• Proficiency in the use of relevant computer applications; 
• Knowledge of the operations of Government/Ministry’s policies and procedures;
• Sound knowledge of office procedures. 

Minimum Required Qualification and Experience

• 4 CXC or GCE ‘O’ levels including English Language and Mathematics or Accounts.

Please note that only shortlisted applicants will be contacted.