Asset & Inventory Management Officer

Asset & Inventory Management Officer
(Fixed Assets & Consumables)

Job Summary:
With the primary objective to safeguard and keep accurate and updated records of organizational fixed assets, inventories and consumables, Asset & Inventory Management Officer will perform functions for the below locations and asset and inventory types:

Locations:

• Kharian Office (including official residencies and hostels)
• Sarai-Alamgir Office and Project Site (including official residencies and hostels)
• Kharian Dream City Office and Project Site
• Lahore Office
• Rawalpindi/ Islamabad Office

• Land & Buildings
• Computer, IT & Networking Equipment and Accessories
• Construction Machinery & Equipment
• Electric Machineries & Office Equipment
• Furniture & Fixtures
• Vehicles

• IT Accessories
• Printing and Stationery Items
• Marketing Materials and Consumables
• Construction Materials
• Spare-parts and Tools
• Other Stores & Consumable Items

• For each location, document and list all existing fixed assets in their respective categories by mentioning their cost, age, condition, location and possession persons/ departments.
• Update fixed assets register for new purchases, issuance, transfers, disposals and keep them reconciled with records of Accounts Department.
• Keep records of all supporting documents related to purchase, issuance, transfer and disposal.
• Ensue that all assets are accurately tagged all the time.
• Ensure that all assets listed in fixed assets register are physically verifiable at their respective locations.
• Report on any discrepancies, damages, misuse of assets listed in fixed assets register.
• Carry-out monthly physical verification of all assets on register and prepare and submit monthly reports regarding assets on register, highlighting movements during the month further covering their conditions, age and any discrepancies found.

• For each location, document and list all existing inventories and consumables in their respective categories by mentioning their cost, location and possession persons/ departments.
• Update inventory records for new purchases, issuance, consumption with assurance that all closing stocks are physically verifiable at their respective locations all the time.
• Ensure that all inventory and consumable purchases are reconciled with the records of the Accounts Department.
• Keep records of all supporting documents related to their purchase, issuance, transfer and consumption.
• Carry-out regular and surprise physical verifications of stocks to ensure their availability at their respective locations as per records.
• Report on any discrepancies, damages and misuses.
• Ensure that all inventories in stores are kept safe and harmless.
• Carry-out month end stock-takes, verify monthly consumptions with purchase and issuance records.
• Prepare and submit monthly reports of all inventory and consumable items that their month end balances are physically verified and reconciled to opening balances, after considering all monthly inventory movements and further highlighting any discrepancies, budgetary variances, obsolesces, wastages and control weaknesses.   

• Work closely with relevant departments to establish monthly usage and document policies.
• Developing and implementing procedures to streamline inventory and asset management, improving efficiency and reducing costs.
• Collaborating with procurement to ensure timely supply, with finance for financial reconciliation, and with other departments to meet operational demands.
• Coordinate with relevant departments to ensure all inventory items are properly received, recorded, and assigned.
• Recommend measures to optimize resource utilization.
• Ensue compliance with organizational policies and regulations.
• Assist internal and external auditors by providing updated stock reports and reconciliations.
• Assist departments in preparing periodic budgets and forecasts and reports on usages and consumptions.

• Excellent ability to organize and manage large amounts of information and physical items.
• Strong capability to analyze data, identify issues, and resolve discrepancies.
• Familiarity with inventory management software, ERP systems, and Excel.
• A keen eye for detail to maintain accuracy in records and counts with excellent coordination and communication skills.

• Bachelors (Accounting, Finance, Management).
• Experienced professional (minimum 2 years of relevant experience).