ADMINISTRATIVE ASSISTANT – STOREKEEPER

I. Job Summary

The purpose of the Supplies Officer intern position is to assist the General Supplies Officer in receiving, storing, recording and issuing materials against documents at the HO stores. She makes sure that bin cards, shelves racks are used appropriately and the properties at store are arranged in a proper manner and also assist in filling and keeping all documents of the store.

II. Responsibilities

Job Responsibility #1:  Assisting in Recording and Documentation:

• Records all incoming and outgoing goods in bin cards.  Bin cards are to be stuck or hung on the shelves to facilitate identification and inventory counting.
• Files properly all documents such as purchase requisitions, purchase orders, GRNs, GINs, Waybills and other necessary store documents.
• Assist in compiling and organizing documents to be submitted to procurement unit for payment purposes.

% of Time:  35%   

Job Responsibility #2: Assist in Receiving, Recording and Storing Supplies:

• Initiates purchase request for items not available in the store.
• Assist the GSO in checking goods against purchase orders, suppliers invoices and or packing lists, and ensures that the goods are in good condition before receiving them.
• Ensures that items are kept in the store properly and respective documentation such as stock and bin cards is maintained.
• Record GRNs and other documents on computer system when receiving and issuing items.

% of Time:  35%   

Job Responsibility #3: Generating reports:

• Assist the GSO in generating weekly, monthly and quarterly reports to be submitted to the Logistics Administrator.
• Continuously record new purchase on the necessary documents of the store and assist in generating reports on new purchases and prepare Property Register- Receipt and Transfer documents and dispatch the document and the property to concerned parties.

% of Time:  20%   

Job Responsibility #5:  Others:

• Perform any other duty assigned by the supervisor.

% of Time:   10%

III. Gender

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming.

IV. Qualifications

• BA Degree in Management, Business Administration
• 1 year of related experience.
• Good communication skills in written and spoken English.
• Strong organizational skills and ability to act in a professional and ethical manner.
• Good skills in computer applications.