RECORDS OFFICER

(LEVEL 3)

The incumbent will report to the Administrator/Office Supervisor.

Job Purpose

To assist in the maintenance of Stores, and the procurement and management of furniture, equipment, stationery and office supplies.

Key Responsibilities:

• Requests quotations from approved suppliers for goods valued up to $500,000 to include but not limited to, furniture, stock equipment and supplies.
• Prepares purchase requisitions on behalf of the Supervisor for the procurement of goods, furniture, office supplies, equipment and services.
• Submits recommended Purchase Requisitions to the Operations Manager for processing.
• Retrieves Purchase Orders and facilitates submission to respective Suppliers in a timely manner.
• Checks goods delivered against delivery slips or invoices to ensure that they are in good condition and in keeping with the items ordered.
• Updates stock cards and stores goods as required.
• Ensures Stores requests satisfy established guidelines before the distribution of goods/supplies.
• Issues supplies and updates stock cards either electronically or manually, and arranges for safe and orderly storage of goods received.
• Ensures that items in stock are equal to amounts on stock cards, and proper reconciliation is done in a timely manner.
• Ensures that the minimum reorder points for all items stocked are maintained and initiates the process to replenish stock, as is necessary.
• Monitors the use of items stocked and informs the Administrator/Supervisor of changes in patterns of use identified.
• Participates in stock-taking exercise, as requested.
• Liaises with suppliers regarding delivery of goods and services, and queries regarding purchase orders.
• Records new furniture/equipment in individual Master Inventory and location records, and maintains up-to-date record of furniture and equipment assigned to the respective locations.
• Conducts periodic checks at locations to determine status/condition of items assigned and reports on any regarding these items. Assists with preparing the lists for assets to be disposed and updates inventory records upon the instruction of the Administrator/Supervisor, once items are disposed of.
• Maintains suppliers’ files, as required.
• Ensures that stores records are properly filed and kept up-to-date.
• Maintains copies of invoices, stores requisitions and purchase orders.
• Assists in the review of procedures relating to the effective operations of the stores and furniture/assets.
• Maintains adequate supply of disaster preparedness and emergency supplies.
• Prepares reports, as requested.

Minimum required Education and experience

• 5 CXC/GCE ‘O’ Level including English Language and Accounting, OR Mathematics.
• At least one year related experience.

A letter of application accompanied by a Résumé should be submitted no later than May 22, 2023 to jobapplications@nla.gov.jm for the attention of:

The Director, Human Resource Management & Development

National Land Agency

8 Ardenne Road

Kingston 10

We appreciate all responses but only short-listed applicants will be contacted.