Registry Stores Keeper

Academic Requirements and Relevant Experience

• Diploma in Supply Chain Management with three (3) years or a Bachelor’s Degree in Supply Chain Management with two (2) years work experience in Supply Chain Management, or a related field. A higher qualification than a Bachelor degree in the above-mentioned fields of study would be an added advantage. Records Management or Business Information Management qualifications will be considered as an added advantage.
  
• Proficiency in one of the AU working languages, fluency in another AU language is an added advantage
  

• Ensure maintenance of registry system at the mission Office.
  • Set up and maintain the office filing system in accordance with the AU Filing System.
    
  • Establish and maintain a records system of file movements within the office as well as maintain office circulation and reading files.
    
  • Prepare correspondence and reports related to registry activities.
    
  • Participate in the creation and maintenance of an electronic registry/archive system.
    
• Provide effective mail management in the mission office.
  • Receive, register, and code incoming notices, letters and other correspondence and forward to proper department/unit/officer.
    
  • Register and dispatch outgoing communications, and follow-up on distribution.
    
  • Support to common services inventory count cost recovery.
    
• To manage the store with proper documentation
  • Maintain and Act on Staff requisitions
    
  • Requisition forms received and filed
    
  • Records of stock upon receipt and requisitioning kept orderly
    
  • Procurement rules and regulations adhered to
    
• To ensure complete Purchase Requisitions and Parked Invoices for all purchases both stock and services done in the office
  • Receive Complete records – memo and certificate of funds to raise purchase requisitions.
    
  • Raise Goods Receipt Notes upon receipt of goods in the organization
    
  • Park document upon receipt of Invoice and Delivery Note and send to Finance for payment
    
• To file all incoming documents in the Registry and to Update the filing index
  • filing index updated especially new project and correspondence and shared among administrative staff
    
• Managing of Assets procurement and movement within the office
  • Procurement of Asset upon requisition from unit
    
  • Asset list prepared for each and every office
    
  • Monitoring of asset movement within the office
    
  • Asset verification exercise carried out every year for the whole office
    
  • Maintain an Asset Register
    
• Answer queries from the Auditors.