Provisioning Administrative Officer: Assets

Requirements & Qualifications

• National Diploma (NQF 6) or higher in Supply Chain Management or relevant equivalent qualification. One (1) year experience in Asset Management or relevant field. Knowledge of PFMA, Treasury Regulations and Asset Management of a Schedule 3A Public Entity and Inventory Management of consumable goods.

Duties

• Maintain and update the asset register. Check and verify all transaction on Oracle. Ensure that all assets are correctly recorded in the asset register in compliance with GRAP. Check and verify the correct capturing of serial and barcode numbers. Ensure all receipts are correctly captured. Verify correctness of movement. Check and verify the updating of office inventories. Check and verify balance adjustments on the Oracle. Update asset register in terms of receipts, movements, serial and bar-code number.
• Conduct quarterly spot checks and annual asset verification. Conduct quarterly spot checks as per schedule. Check and verify items as per the Oracle inventory sheet. Update office and personal inventories accordingly. Counting of all assets during annual verification. Print and bar-code assets found not bar-coded during verification.
• Assist with reconciliation of asset verification. Update Oracle asset register in line with discrepancies. Move assets to the correct location in line with verification. Coordinate and arrange assets for disposal. Check and verify list of items for disposal. Authorise disposals on Oracle to generate non authorized disposal report. Ensure proper arrangement of items for disposal i.e. selling, donation, scrapping.
• Ensure registration of schools and other institutions on Oracle for disposals. Make necessary arrangements with schools and institutions for collection of items. Ensure that all items disposed are recorded and signed for on the relevant documentation for audit purposes. Reconcile the disposal profit and loss account. Reconcile subledger account to the Trial balance.
• Compile the working papers for the audit and AFS compliant with GRAP. Maintain and update personal equipment Ensure notebooks/assets are returned to SCM by officials leaving the department. Ensure safekeeping of returned notebooks/assets. Capture and correct allocation of notebooks/assets to officials. Ensure correct allocation of bar-codes on personal equipment. Render Secretarial Support to the Disposal Committee.
• Ensure no clashes of dates, prioritise based on the urgency of meetings and confirm all appointments at least 2 days prior to the appointment. Diarise temporarily before confirmation in consultation with the Chairperson's appointment diary. Accept/decline invitations, Scheduling appointments- Calendar updated on a daily base and Chairperson is alerted of any changes effected.

Candidate Profile

• People management and empowerment. Analytical skills, Communication (verbal, writing and other), Computer literacy and the ability to work independently and in a team.Must be honest. Must be able to work long hours. Must be able to gather and analyse information.
• Must be able to work independently and in a team. Must have good interpersonal relation skills. Must be able to work under pressure.