Job offer: Senior Fixed Asset Officer - Spanish Town Hospital

OrganisationSouth East Regional Health Authority ReferenceVAC-51829Contract TypeFull-TimeIndustriesManagementLocationSpanish TownSalary & Benefits Date Posted25/08/2024Expiry Date13/09/2024The Senior Fixed Asset Officer ensures accurate tracking and management of hospital assets, including conducting inspections, updating records, and preparing reports.

 

JOB PURPOSE:

Under the direct guidance of the Inventory/Asset Manager the senior Fixed Asset Officer is responsible for maintaining the Hospital's Fixed Asset Register with respect to the movement, acquisition and disposal of assets in accordance with GOJ Comprehensive Asset Management Policy for the Public Sector, maintaining the master Fixed Asset Register for the Spanish Town Hospital and coordinating Board of Survey activities. 

 

KEY OUTPUTS:

• Fixed assets marked and recorded;
• Master Fixed Asset Register is updated and maintained;
• Fixed assets breaches reported;
• Assets identified and assessed for Board of Survey;
• Board of Survey activities coordinated;
• Staff supervised and evaluated;
• Guidance and support provided;
• Individual Work Plans and reports prepared and submitted; 

 

KEY DUTIES AND RESPONSIBILITIES

• Updates and maintains a Fixed Asset Register for the Spanish Town Hospital; and consolidates the Master Fixed Asset Register;
• Maintains warranty register for all assets/equipment.
• Ensures that all assets are labelled and coded according to established standards and that records are updated to reflect actual balances and location;
• Affixes inventory tags to designated assets and equipment and replaces damaged asset tags and ensures that they are properly removed upon disposal;
• Tags all assets procured prior to delivery to the department or within the agreed timeframe after delivery to the department;
• Records and monitors fixed assets sent for maintenance and or repairs and ensures that used parts are properly documented;
• Maintains separate registers for all office supplies, furniture and office equipment at the Hospital;
• Conducts continuous physical examination of assets to determine condition/status and records same;
• Reviews and inspect items listed on the Board of survey reports received from the respective cost centres and submits to the Inventory/Asset Manager;
• Prepares and submits to the Inventory/Asset Manager; reports of unserviceable/obsolete equipment for the Board of Survey;
• Reports any damages to assets to the Inventory/Asset Manager;
• Ensures that Location Records are accurately prepared and posted in all the respective facilities/departments on the Hospital compound;
• Monitors and tracks the movement of fixed assets from one area to the other area; ensuring that authorized movement permits have been issued and updates the asset location in the database in keeping with established procedures;
• Prepares annual fixed assets schedule along with the schedule of additions;
• Compiles and distributes notation of all new and existing fixed assets;
• Ensures that all donated assets are recorded in accordance with established procedures;
• Conducts quarterly and ad hoc inspections to verify that all assets are in their registered location;
• Prepares and submits responses to audit queries as directed;
• Keeps abreast of changes in policies that relate to asset management and control;
• Prepares monthly Fixed Asset reports and submits them to the Manager as requested;
• Assists with examining items in the inventory for defects, wear or damage and report it to the Senior Inventory Officer;
• Assists with the planning and coordination of the Annual Inventory Programmes; 
• Assists with the receiving and posting of items in Great Plains software;
• Assists with the coordination of training of officers assigned to the department;
• Prepares and revises work schedules and assignments for staff.
• Monitors and evaluates the performance of direct reports, and prepares performance appraisals;
• Ensures that direct reports are sensitized on the policies, procedures and regulations of the Public Service/Ministry;
• Provides leadership and guidance to direct reports through effective communication and guidance;
• Recommends disciplinary action, leave, and staffing arrangements for direct reports;
• Performs any other related duties that may be assigned from time to time; 

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• May be occasionally required to work long hours, including weekends and public holidays;
• Work is performed in indoor and outdoor environments that may be exposed to noise dust and chemicals.
• May be required to assist in lifting heavy items from time to time.
• A high-demand work environment with numerous critical deadlines;
• May be required stooping to inspect assets in confined spaces;
• May be required to travel within and outside of the Parish; 

 

QUALIFICATION & EXPERIENCE:

• Bachelor in Business Administration or Supplies Management
• Two (2) years of working experience in purchasing and or inventory management.

OR

• Associate in Business Administration or Supplies Management
• Three (3) years of working experience in Supplies Management and or Inventory/Fixed Asset Management. 

OR

• Diploma Supplies Management (MIND)
• Five (5) years of working experience in Supplies Management and or Inventory/Fixed Asset Management.
• Certification in Supervisory Management would be a plus. 

 

SKILLS/COMPETENCIES AND SPECIALIZED KNOWLEDGE:

Core  

• Good interpersonal skills;
• Good planning, organizing and presentation skills
• Excellent time management skills;
• Good customer relations skills.
• Incident handling and analysis skills;
• Excellent skills in teamwork and cooperation;
• Ability to communicate effectively orally and in writing;
• Excellent integrity/ethics exercised in the performance of duties;
• Maintains a high level of productivity and self-direction; 

Technical

• In-depth knowledge of the GOJ Comprehensive Asset Management Policy for the Public Sector;
• Proficiency in the use of relevant computer software including spreadsheets and other computer applications
• Working knowledge of the FAA Act;
• Knowledge of the Government of Jamaica (GOJ) procedure and regulations governing the acquisition, storage and distribution of goods and services;
• Working knowledge of the GOJ guidelines related to Inventory and Stock management and procurement guidelines;
• Working knowledge of Gal guidelines related to Fixed Asset Disposal;
• Ability to use Accounting Packages/Inventory applications such as Great Plains; 

 

PERFORMANCE STANDARDS:

• Both internal and external stakeholders and members of the general public are treated with courtesy, respect, fairness, and objectivity.
• Fixed Asset Register is accurately maintained and updated within the agreed timeframe.
• Records Management System maintained; in accordance with set standards; fixed asset records updated and maintained;
• Board of Survey Report prepared in the prescribed format and submitted within the agreed timeframe.
• Reports prepared and submitted are comprehensive and accurate and produced within the agreed timeframe
• Warranty register is maintained in the prescribed format and is up to date at all times.
• Asset labelling and coding are maintained in accordance with established procedures.
• Missing and damaged assets are reported in accordance with established procedures and within the agreed timeframe 
• Individual Work Plans are prepared on time, are accurate of the work to be performed for the period and submitted in the agreed format;
• Confidentiality and integrity are exercised at all times; 

 

AUTHORITY:

• Approves leave applications;
• Makes recommendations for promotion and/or acting assignments; 

 

LIAISES WITH:

Internally: 

• CEO
• Hospital Administrator
• All heads of department
• Drivers
• Finance and Accounts Department
• Procurement Department 

Externally: 

• Suppliers