Records Officer – Procurement & Store Management

About the role

The Records Officer supports the Corporate Services Division by managing store inventories, procuring furniture, equipment and office supplies, and maintaining accurate records of assets. Reporting to the Administrator/Office Supervisor, the role ensures that procurement processes and stock management adhere to established guidelines.

Key responsibilities

• Request quotations from approved suppliers for goods up to $500,000, including furniture, equipment and supplies.
• Prepare purchase requisitions on behalf of the Supervisor and submit them to the Operations Manager.
• Retrieve purchase orders and forward them to suppliers promptly.
• Verify delivered goods against delivery slips or invoices and ensure they are in good condition.
• Update stock cards, store goods, and maintain accurate inventory records.
• Issue supplies, monitor stock levels, and initiate re‑ordering when minimum thresholds are reached.
• Participate in stock‑taking exercises and reconcile inventory discrepancies.
• Liaise with suppliers regarding deliveries, queries, and purchase order status.
• Record new furniture and equipment in the Master Inventory and conduct periodic checks on assigned items.
• Assist with asset disposal lists and update inventory records after disposals.
• Maintain supplier files, copies of invoices, requisitions and purchase orders, and ensure proper filing of store records.
• Prepare reports and support the review of store and asset management procedures.

Required profile

• Minimum 5 CXC/GCE ‘O’ Level passes including English Language and Accounting, OR Mathematics.
• At least one year of related experience in procurement, inventory or store management.

Required skills