Inventory Management Assistant

Job purpose

To support efficient, accurate and accountable management of stores, inventory, assets, consumables and institutional records in accordance with approved policies and procedures.

Key duties and responsibilities

1. Receive, inspect, verify and record all goods, materials, equipment and supplies delivered to UICT, ensuring compliance with approved procurement, stores, inventory and accountability procedures.
2. Prepare, issue and maintain accurate stores and inventory documentation, including goods received notes, delivery notes, issue vouchers, bin cards, stock ledgers, stores requisitions, inventory registers, asset movement records and electronic inventory records.
3. Enter, update, reconcile and maintain stock, stores, asset and inventory data in IFMIS and any other approved institutional inventory management systems.
4. Issue stores, consumables, equipment and supplies to authorised users in accordance with approved requisitions, ensuring proper authorisation, documentation, traceability and accountability.
5. Maintain accurate and up-to-date records of ICT equipment, laboratory tools, teaching and learning materials, furniture, office equipment, stationery, maintenance supplies and other institutional assets, including asset registration, tagging, tracking, custody, movement, utilisation and lifecycle records.
6. Participate in periodic stock-taking, inventory verification, asset tagging, physical stock counts, reconciliations, variance analysis and preparation of stock count and inventory verification reports.
7. Identify and report slow-moving, obsolete, damaged, expired or unserviceable items and support their appropriate disposal in accordance with established regulations and UICT procedures.
8. Ensure proper storage, safety, security and organisation of stores, including correct shelving, labelling, stock rotation, cleanliness, fire safety compliance and adherence to occupational health and environmental standards.
9. Support procurement planning and Management decision-making by providing timely information on stock levels, consumption patterns, reorder levels, inventory requirements, stock status summaries and stores accountability reports.
10. Support internal and external audits, inspections, investigations, annual and periodic asset and inventory audits by providing accurate records, explanations for stock movements and variances, and recommendations for corrective actions; and perform any other inventory, stores management, asset control, logistics or stewardship-related duties assigned by the Supervisor.

Minimum qualifications and professional requirements

• A diploma in Procurement and Supply Chain Management, Stores Management, Logistics Management, Inventory Management or a related field from a recognised institution is essential.
• A bachelor’s degree in a relevant field, CIPS training, PPDA training, stores management certification or IFMIS inventory / procurement training is an added advantage.
• Computer literacy with practical knowledge of spreadsheets, electronic inventory systems, records management and basic reporting is desirable.
• Knowledge of stores, procurement, stock control, asset management and public sector accountability procedures is desirable.

Experience requirements

• At least three (3) years of relevant experience in inventory management, stores, stock control, asset management, logistics, procurement support or supply chain operations is essential.
• Experience in a public institution, education / TVET institution, ICT laboratory environment, Government-funded project or busy stores environment is an added advantage.
• Practical exposure to IFMIS, electronic procurement, inventory or asset management systems will be an added advantage.

Core competencies

Technical competencies

• Accuracy, attention to detail and strong record-keeping discipline.
• Good organisational, stock control, reconciliation and reporting skills.
• Ability to operate electronic inventory systems and produce reliable stock information.
• Awareness of health, safety, security and accessibility requirements in stores management.

Behavioural competencies

• Integrity, accountability and ability to safeguard public resources.
• Teamwork, customer care and ability to support academic, technical and administrative user departments.
• Ability to work under pressure during IFMIS data clean-up, stock verification and implementation deadlines.
• Commitment to equal opportunity, disability inclusion and respectful service delivery.

Leadership competencies

• Demonstrates initiative, responsibility and sound judgement in managing inventory records and resolving stock discrepancies.
• Supports compliance with inventory management procedures and promotes accountability in the use of institutional resources.

Expected immediate deliverables

• Verified opening stock and inventory balances for IFMIS implementation.
• Updated asset, stores and inventory registers for ICT equipment, laboratories, consumables and institutional supplies.
• Monthly stock status report highlighting variances, reorder needs and obsolete items.
• Support to IFMIS inventory data clean-up, coding, tagging and reconciliation.
• Quarterly Inventory Reconciliation Report.
• Annual Asset Verification Report.
• Inventory Variance Analysis Report.