| Basic Function : |
Directs and supervises the activities of the Materials Control Division, regarding efficient receipt, administration, storage, maintenance and issue of all materials, equipment, spare parts, etc., stored in the warehouse and associated areas. Ensures the maintenance of optimum stock levels of materials, equipment and consumables that are regularly used, participates in the forecasting of future requirements, and ensures the efficient computerization of inventory control systems.
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| Duties Performed: |
a) Directs and supervises the activities of personnel assigned to Materials Control Division. Performs supervisory functions and exercises financial authority at the Division Head level as established by management.
b) Plans, directs and coordinates the safe and efficient receipt, storage and issue of all materials and equipment. Includes allocating storage areas and ensuring the efficient, safe and accurate handling of materials to minimize losses and/or damage, to optimize space and facilitate easy access.
c) Plans and develops warehousing procedures for management's approval, ensuring sufficient control to minimize losses and maintain high safety standards. Includes planning detailed procedures for issuing and receiving stock, loading, unloading and storing materials.
d) Plans, coordinates and overseas the processing of physical inventories documentation ensuring that any discrepancies are satisfactorily explained.
e) Directs and supervises the preparation of purchase requisitions to maintain warehouse stocks at economic levels. Includes reviewing minimum and maximum stock levels with operating departments, ensuring the preparation of requisitions and checking and passing them on for further processing.
f) Coordinates the computerization of the materials documentation and stock data. Includes ensuring that materials and their movements are accurately entered into computer file, replenishment and stock data is maintained and updated, and all stock data reports necessary for various analysis are regularly issued and processed.
g) Maintains strict materials' control. Includes reviewing orders and determining validity of request according to job requirements, prior to releasing material.
h) Supervises the processing & preparation of all records, registers, reports and the posting of all stock transactions data on computer files on an accurate, timely & regular basis so that all records & reports are current & up to date.
i) Plans, coordinates & supervises physical stocktaking internally as well as with the external auditor and supervises the reconciliation of discrepancies such as overages, shortages, damages, etc. & preparation of explanations, reports & recommendations, if any, to supervisor. Performs other related duties such as preparing special reports, studies, appraisals and any other tasks as and when assigned.
j) Recommends quantities and types of surplus material and equipment to be sold and processes the relevant documentation. Includes coordinating with the other Division Heads, their immediate needs of the surplus stock, and documenting specifications, age, condition, book price, etc., of approved stock to be sold. Supervises the disposal or sale of dangerous items such as gases, chemicals, petroleum products or explosives.
k) Coordinates the provision of reports and recommendations to management regarding material control systems and procedures, stock?levels, and forecasts of needs as a result of historical data comparisons and coordination with other Division Heads.
l) Performs other duties such as training subordinates, ensuring good housekeeping and the observance of safety rules, following up on queries and preparing special reports.
m) Performs other miscellaneous related duties as directed by Manager, Materials Supply Department.
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