REF No.: HR-EXO-001-2016-Supply Assistant
BASIC FUNCTION: This position is within the Executive Office. The incumbent is responsible for Mission’s property management to include receipt, inspection, recording and distribution of all expendable (EXP) and non-expendable (NXP) property. The incumbent will liaise with relevant U.S. Embassy offices (ICASS) on all property matters and ensures strict control of all incoming and outgoing USAID property. S/he will report to the FSN Records Liaison Specialist.
MAJOR DUTIES AND RESPONSIBILITIES:
Receiving, Inspection and Delivery (60%)
Receive all USAID/Mali EXO and NXP property including office furniture, residential furniture, office equipment and supplies, books, catalogs, etc. Maintain records and copies of all procurement documents for use during the receiving process, contact and coordinate with the procurement office to ensure appropriateness of delivery.
Inspect all hardware equipment including desktops, laptops, monitors, telecommunications equipment, mobiles devices, UPSs, etc. Ensure all property is properly recorded, labeled and stored.
Inspect deliveries to ensure all items are as reflected on the delivery slip note and report any damage, ensure deliveries meet the terms, conditions and specifications included in procurement documents. Sign the delivery slip and note all damages a/o discrepancies, if any. Shipment discrepancies must be documented and reported per USG regulations and published standard procedures. Action on discrepancies must be prompt.
Prepare receiving reports of all items received and annotate reports as required. Price EXP and NXP items using the information recorded on the purchase order. For local and other currencies, uses the exchange rate provided by the USAID Financial Management Office.
Satisfies customer requests made through property request form (online, paper). Prepares transfer documents for approval by the Executive Officer or Designee, as required. Follow up all assigned requests, update property records as needed.
Ensure all received items are bar-coded, in accordance with USG rules and regulations, for entry and tracking of these items in USAID Asset Management system. Exercise strict control of all incoming and outgoing items. Coordinates with appropriate offices, such as GSO (ICASS), to ensure proper in-processing of all incoming equipment and supplies. Assume immediate delivery to the proper addressee, or hold when further disposition instructions are needed. Ensure the proper storage and safety of all property, and coordinate with GSO (ICASS) as needed.
Maintain and distribute pertinent receiving documents to appropriate sections (Procurement office, EXO, etc.) and follow up on items temporarily held in storage and pending further action or instructions, to ensure that delivery to end-user takes place in a timely fashion.
Records keeping and Warehousing (EXP and NXP) (40%)
Operate and maintain USAID approved asset management software (for both EXP and NXP) tracking software for USAID. Ensures that EXP stock and usage levels are monitored and makes recommendations to Supervisor as to what items/quantities to (re)order, coordinate with the procurement office and provide list of items/equipment to reorder.
Conduct physical inventories (annual or upon request) of all USAID property as required and prepare required Agency reporting as outlined in the USG rules and regulations. Organize, prepare and work on USAID property auctions and annual physical inventories. Coordinate with the GSO (ICASS) property manager as required.
Responsible for the operation and management of the USAID storage room(s), including the storage, labeling and up-keeping of stored EXP and NXP property. Update EXP supplies catalog regularly. Immediate report, take necessary actions and/or consult with the Supervisor when errors are discovered (e.g. item(s) missing barcode when it should have it, barcode number(s) incorrect, etc.).
MINIMUM QUALIFICATIONS: Applicants MUST meet the minimum qualifications below:
Malian citizens or local residents at the time of application;
Successful completion of secondary school required;
Minimum of three years’ work as a supply/receiving agent or similar experience. In-depth experience with identifying and inspecting hardware equipment prior to receipt/release;
English III and French IV are required;
Must be knowledgeable of accepted, standard supply & receiving practices, including inspection of equipment/items, following up assigned requests, updating property records as needed etc. Must be knowledgeable of USG receiving practices and procedures and inventory procedures.
Education: Successful completion of secondary school required.
Prior Work Experience: Minimum of three years work as a supply/receiving agent or similar experience. In-depth experience with identifying and inspecting hardware equipment prior to receipt/release.
Language Proficiency: English III and French IV are required.
Job Knowledge: Must be knowledgeable of accepted, standard supply & receiving practices, including inspection of equipment/items, following up assigned requests, updating property records as needed etc. Must be knowledgeable of USG receiving practices and procedures and inventory procedures.
Skills and Abilities: General computer skills essentials, along with strong ability in Microsoft applications. Ability to work independently, follow standard procedures, regulations and instructions. Ability to organize own work effectively without frequent direct supervision. Strong customer service and interpersonal skills. Must be flexible and tactful and hold a valid driver’s license.
Full Statement of duties and the qualification requirements are available on https://mali.usembassy.gov/job_announcements.html
TO APPLY: All cv/resume and cover letter must be in English; otherwise application package will be considered as incomplete and will be rejected.
Interested candidates for this position must submit the following required documents:
A cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of the Supply Assistant position.
A resume or curriculum vitae relevant to the position.
Copy of Diplômas, degrees, certificates, recommendation letters, etc.
Three (3) to five (5) professional references with complete contact information including email addresses and telephone numbers. References should have knowledge of the candidate’s ability to perform the duties set forth in the application and must not be family members or relatives.
Full mailing address with telephone, facsimile numbers and email address and should retain for their records copies of all enclosures that accompany their submissions.
SUBMIT APPLICATION: Indicate the Vacancy Reference Number: HR-EXO-001-2016-Supply Assistantin the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.
Email Human Resources Management Section: firstname.lastname@example.org or
Local Address for Application Submission: Supervisory Executive Officer, US Agency for International Development – BP 34, Bamako-Mali
CLOSING DATE FOR THIS POSITION IS: July 13, 2016 at 5:00pm
REF No.: HR-EXO-001-2016-Supply Assistant