Stores Officer

The International Community School (ICS), one of the longest established and most successful international non-proprietary schools in the Middle East, is seeking to recruit an experienced, enthusiastic and innovative Stores Officer to join the school as soon as possible. The deadline for applications is 31st of October 2023. However, please note that we reserve theright to appoint before the closing date, and interviews will be arranged for all short-listed applicants as soon as possible. Role Summary: The Stores Officer is expected to perform such duties and responsibilities relevant to his scope of work, which is required to facilitate the smooth and efficient receipt and issuance of supplies, as and when required to satisfy the School’s philosophy through satisfying the budget operator’s interests, The Stores Officer performs all storage activities required for the school to ensure timely and cost effective as described in the specific duties outlined below. Central Stores: ● Controls, and replenishes to the anticipated use of all stocked supplies including: ○ Office and teaching supplies and stationary. ○ Books ○ Maintenance supplies, furniture and equipment ○ Graduation gowns, caps and supplies, other supplies required for the schools’ department ● Records, monitors and updates stock movements including keeping stock, cards, equipment loans, goods received notes (GRNs) and issue requisition (OR’s) ● Provides the accounts department with the daily issues and receipt ● Updates in the form of GRN’s & IR’s to various departments ● Receives the bulk shipment of International titles textbooks, enters them in the inventory accounting system and distributes them to the departments after checking against original order. ● Maintains and re-order level of stocks to facilitate an efficient availability of recurrent, supplies when required ● Initiatives requests for quotations, when the stock re-order level is reached, then requests the Finance Department to start getting offers for comparison purposes. ● When quotations are received, participates in analyzing the quotes for the best quality and the most reasonable prices and availability offered. ○ A comprehensive list is prepared, signed and given to the Finance Manager for approval ● As soon as the selection is made, it is brought to the attention of the Finance Manager and the Accountant to start the purchasing process ● Performs periodic inventories for central stores, and prepares all the documents required for the external auditors to facilitate their job. ● Recommends improving the store-keeping procedures and facilities to make them more effective and economical for the School’s activities. ● Keeps the stores area safe and well ventilated for a better environment ● Participates in any commitments that will be requested by the Line manager for the physical inventory checks or disposal of such items classified as “cannot be used” ● Archives all the bills received from the suppliers and connect them with the MIS working system with the Finance ● Fixed Assets & Custody ● Controls the Fixed Assets Register and makes sure that all the school Assets are recorded according to the set policies and procedures. ● Monitors the movement of furniture and equipment between buildings and departments inside the school premises. ● Participates and performs year-end inventories or drop in inventories on school stocks of supplies, furniture and equipment. ● Labels all the school Assets and performs spot checks to make sure that the removed labels are replaced. ● Prepares inventory documents required by the external auditors. ● Performs a periodic check on Labs, Library, PE, Theatre and Music department’s equipment. ● Keeps record of all un-capitalized items stored in school departments and lasts for a long period of time and annotates the loan stock cards with such changes. ● When the deliveries are received: ○ Checks the quantities, the quality and the prices to the PO ○ Annotates the PO’s with the items received ○ Annotates the invoices with the PO no and item no. ● Monitor the delivery of such items covered by each PO is completed as and when required ○ Gives the relevant invoices to the Stores/Purchasing Officer to generated the relevant GRN’s ○ The generated GRN’s and invoices are then given to the Finance Manager for approval and processing to the Accounts Dept. ● Prepare a weekly report of all pending PO’s and /or specific items which are not delivered, and reasons for the delay. ● Performs any additional duties that may be requested by the Administration. Skills Interested candidates should: ● Hold a Bachelor's Degree in accounting, management or related field. ● Have a minimum of 2 years of experience in a similar field ● Have an excellent command of English ● Have excellent communication and management skills ● Have a creative, dynamic, and outgoing personality ● Have strong IT skills (including Word, Excel, and google doc). ● Have a Jordanian nationality