ASSOCIATE – Facilities and Services Unit

TERMS OF REFERENCE 

I. JOB SUMMARY 

• To assist the Senior Officer in carrying out the functions and objectives of the Procurement Section.
• Responsible for the maintenance and inventory of fixed assets and supplies inventory management of the Centre.

II. ACCOUNTABILITY STATEMENTS

1. 1. 1. Annual Procurement Plan (APP) for the Fiscal Year reviewed, approved, and used as the basis for supplies projection.
      2. Ensured timely delivery of stock items to end-users based on the approved Requisition and Issue Voucher (RIV).
      3. Submitted accurate and complete report on monthly supplies consumption with supporting documents attested by end-users.
      4. Ensured efficient management of supplies inventory’s stock level.
      5. Ensured accurate and complete report on Fixed Assets Inventory; ensured accuracy of employee accountabilities of assets.
      6. Disposal of unserviceable/obsolete/junk items and outdated/outmoded stocks in accordance with Centre guidelines and procedures recommended and undertaken every quarter.

III. DUTIES AND RESPONSIBILITIES 

1. Responsible for stock inventory management:

• • • • • • Project the office supplies requirements of the Centre for a given period based on the procurement plan and previous consumptions;
          • Prepare annual procurement plan for stock items, monthly supply consumption reports, memo receipts, inspection reports, requisition and issue vouchers, and other reports needed;
          • Ensure timely processing and delivery of needed supplies/materials on stock to clients per requisition and issue slips;
          • Ensure efficient management of stock level;

2. Responsible for fixed assets management:

• • • • • • Prepare and maintain the fixed assets master and generate the fixed assets inventory reports;
          • Maintain the fixed assets coding structure;
          • Ensure that all assets are properly coded and entered into the system; assign asset numbers;
          • Conducts periodic reconciliation of fixed assets additions and deletions with office/unit property coordinators and Fixed Assets accountant.

3. Responsible for disposal of unserviceable/obsolete/junk items and outdated/outmoded stocks:

• • • • • • Disposal of identified items in accordance with Centre guidelines and procedures;
          • Prepare and issue disposal documents accordingly;
          • Conduct a visual inspection of campus grounds to identify items for disposal.

4. File, maintain, and update records and documents in compliance with ISO guidelines;

5. Take the initiative to enhance personal and organizational efficiency, productivity, and effectiveness.

6. Performs other related tasks that may be assigned.

III. QUALIFICATIONS 

Educational Attainment

1. 1. 1. 1. Completion of an appropriate baccalaureate degree from a duly recognized institution of higher learning, preferably with a master’s degree.

Work Experience

1. 1. 1. 1. At least three (3) years of relevant experience.

Interested applicants may submit their letter of intent and CV to: careers@seameo-innotech.org