Records & Inventory Officer (PIDG/RIM 2)

Summary

To maintain the fixed asset inventory system as well as the inventory system for receiving, storing and dispensing stationery, office supplies, equipment and other supplies. The Officer fulfills requests for materials and supplies, keep track of, and reports on the minimum levels of each item. The Officer also ensures that the correct procedures are followed in delivering materials and supplies, while ensuring high levels of responsibility and productivity as well as customer service. The incumbent is also responsible for providing records support in relation to the maintenance and retrieval of files within an appropriate timeframe. The Records/Inventory Officer achieves the above by adhering to ‘A culture of excellence through people performance and partnerships’. 💰Basic Salary: J$1,753,836 - J$2,358,715 per annum

Responsibilities

• Key Outputs:

  • • Files are easily retrieved and available on demand.
  • • The Fixed Assets Register kept current.
  • • Furniture and equipment coded and marked.
  • • Manual and electronic Master Inventory of furniture, machines, and equipment kept current.
  • • Location Records current.
  • • Reports submitted as required.

• Technical/Professional – Records:

  • • Encloses correspondence on files and prepares Minute Sheets.
  • • Opens new files as requested and labels file jackets appropriately.
  • • Records requests for Bring Up’s (BUs) files in the appropriate register. Logs files taken out and sends them to the relevant officers.
  • • Locates files for officers as requested. Records the titles and names of officers who have files in the appropriate manual or automated register.
  • • Maintains files by periodically inspecting them to ensure they are up-to-date and correctly classified according to established procedures. Ensures that records bear the same file numbers as the relevant file jackets; all records are in chronological or alphabetical, or alphanumeric order; only one copy of each record is on the file, all records and files are in satisfactory physical condition and accounted for.
  • • Removes inactive files and takes them to the relevant filing areas for disposition.
  • • Assists with the on-going inventory and audit of files in accordance with established procedures.
  • • Photocopies, collates, binds, and staples documents as requested.
  • • Maintains manual records and/or electronic databases appropriate to the various records, reports, and documents.

• Technical/Professional – Inventory:

  • • Maintains a current manual and electronic inventory system.
  • • Conducts periodic verification to ensure that the documented amounts match the actual items in stock. Identifies discrepancies and makes the necessary adjustments.
  • • Participates in annual stocktaking exercises.
  • • Receives supplies and arranges the stock to facilitate easy access and retrieval.
  • • Monitors usage of items stocked and reports any identified changes in patterns of use.
  • • Prepares and submits to the Procurement Officer, monthly lists for the replenishment of supplies for the King’s House Stores.
  • • Updates the Fixed Asset Inventory system while ensuring that all items of fixed assets, including furniture and equipment, are accounted for.
  • • Ensures that all items of furniture and equipment at all locations on the property are appropriately recorded, coded, and marked.
  • • Takes custody of assets which have been identified for disposal. Prepares the relevant documentation for submission to the Board of Survey.
  • • Updates service and maintenance records for office machines, office equipment, and motor vehicles.
  • • Performs any other job-related functions that may be assigned from time to time.
  • • Other Responsibilities
  • • Relieves the Receptionist/Telephone Operator as requested.

• Performance Standards:

  • • The fixed asset inventory is kept current; information is easily accessible and maintained according to King’s House, and GOJ policies and procedures.
  • • Physical fixed assets such as furniture, motor vehicles and equipment are accurately identified, and appropriately marked.
  • • Confidentiality and integrity are exercised at all times.
  • • All policies, procedures and regulations of King’s House and the GOJ are adhered to in a consistent manner.
  • • Delivery of all services is achieved according to agreed deadlines, targets, accuracy and timeliness with a high value placed on excellent customer service.
  • • Reports are submitted according to agreed schedules and format.

Required Skills

• • Knowledge of the GOJ and inventory guidelines.
• • Computer literacy and knowledge of automated inventory systems.
• • Inventory management experience within the public or private sector.
• • Good interpersonal, oral, and written communication skills.
• • Is dependable, flexible and motivated.
• • Good organizational and time management, skills.
• • Ability to pay attention to detail.
• • Ability to follow work rules and procedures.

Qualifications

• • Five (5) CXC and or GCE Ordinary Level subjects including English Language and Mathematics or a numeric subject. AND
• • Certificate in Records Management OR Supplies Management.
• • Two years of working experience in a similar capacity.

Additional Information and Instructions

• Special Conditions Associated With The Job:

  • • This is a typical office environment, with no adverse working conditions; however, there can be some pressure on a periodic basis.
  • • The work may involve exposure to dust and may require the ability to bend, stoop, and lift boxes up to 25 pounds.

• Authority To:

  • • Maintain contact with internal and external customers.

To apply, please address and email your application letter and resume to: Director of Human Resources and Administration Office of The Governor-General and Staff Hope Road, Kingston 📧 Email: humanresources@kingshouse.gov.jm ℹ️ Subject: Records & Inventory Officer (PIDG/RIM 2) Remember to state the position of interest in the subject line of your email. The Office appreciates all interests, however, only shortlisted applicants will be contacted. Applications close on June 30, 2025.

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