DEPARTMENT : ADMINSTRATION
JOB TITLE : PROCUREMENT ASSISTANT
GRADE E : (M106, 692.00 — M123, 7200.00 p.a.)
NO. OF POSTS : ONE (1)
LOCATION : MASERU
RESPONSIBLE TO : ASSISTANT PROCUREMENT OFFICER
Job Summary:
To monitor the security of the stores premises and the items stored in them, and to provide up to date information on stock availability.
Main duties:
1.0 MONITORING OF STOCK
1.1 Facilitates, as necessary, all deliveries and issues of goods to reach the end users.
1.2 Reports any deficiency concerning delivered goods to the Assistant Procurement Officer in order for corrective measures to be taken.
1.3 Records stock losses in a timely and accurate fashion for reporting.
1.4 Reports any stock losses immediately to the Assistant Procurement Officer for appropriate action to be taken.
1.5 Prepares daily stock reports to facilitate availability of adequate stock.
1.6 Ensures the correct certification of stock inspection, storage and issue of items in order to conform to proper procedures.
2.0 INVENTORY MANAGEMENT
2.1 Takes physical stock of goods from time to time with respect to the balance/s reflected by the ledger and /bin cards to check if there are any shortages.
2.2 Takes physical inventories in the stock room and in offices or other locations and maintains stock records.
2.3 Ensures that the stores ledger and bin cards are updated and reconcile with the quantities in the inventory system.
2.4 Advises the relevant user division of items which are about to reach re-order levels to avoid disruption of operations.
Education and Experience:
Diploma in Business Management / Studies or Public Administration or Supply Chain Management plus CIPS Foundation Diploma / Advanced Certificate.
OR
Diploma in Business Management / Studies or Public Administration or Supply Chain Management plus at least 2 years working experience as Procurement Clerk or in procurement/inventory management.
OR
COSC/GCE plus CIPS Foundation Diploma or Advanced Certificate in Purchasing and Supply and have at least four (4) years working experience in procurement / inventory management.
Membership of any relevant professional body in procurement and supply chain management shall be an added advantage.
RESPONSIBILITY
For the work of others
This factor is considered minimal.
For resources controlled
The task requires responsibility for the safe keeping, control and maintenance of Government assets.
For safety of others
This factor is considered minimal.
For effort of errors
The task requires accurate recording abilities.
COMPLEXITY
Decision making
The task requires proven ability to make decisions concerning the tasks and responsibilities of the incumbent.
Problem solving
The task requires proven skills and ability to solve problems at the workplace.
Supervision received
The incumbent is accountable to the Assistant Procurement Officer and is guided by the Lesotho constitution, Public Service Act and associated regulations and the Public Procurement Regulations 2007.
Change management
The task requires a proven or potential ability to deliver change and continuous improvement in a results focused environment.
Knowledge management
The incumbent is to ensure that knowledge and information is recorded, shared, and utilized to the benefit of all.
Dexerity
This is considered minimal.
Contacts
The incumbent is required to maintain regular professional contact with the Assistant Procurement Officer.
Mental effort
The job requires a good mental effort when dealing with all activities.
Physical effort
This is considered minimal.
Emotional effort
The job requires the incumbent to be able to solve work-related and other problems or to know when to seek the advice of the Assistant Procurement Officer or other senior staff as appropriate.
Unfavourable working conditions
This is considered minimal.
Hazards
This is considered minimal. However, there are potential hazards in a stores environment and the incumbent must be aware of these hazards and take the appropriate action to minimize risk to his/her self and to others.
Applications on relevant forms G.P. 104 for serving officers and G.P. 103 for job seekers (duly accompanied by certified copies of educational certificates, transcripts and appropriately filled Performance Appraisal Forms for serving officers) should be addressed to:
P. 0. Box 20
Maseru 100
Not later than 31st October 2021