Book Inventory/Procurement Assistant

Position Description

 

Job Title:  Book Inventory/Procurement Assistant                                            

Department:      HR Department               

Immediate Supervisor:  Procurement Coordinator           

Location:  Tunis

 

Position Summary:

 

The Book Inventory Assistant supports the Procurement Coordinator in terms of managing the book inventory for all offices.  The actual book order is conducted by the Procurement Coordinator, but all follow-on tasks are the responsibility of this position.  It is estimated that 80% of the time requires a focus on inventory, while the 20% remaining time requires the position will support general Procurement needs.  This position will need to closely communicate with the Procurement Coordinator and the A&F Department to confirm all book sales and expenses are properly recorded in Costpoint.   When there is not a consistent count of books or a balance between inventory and Costpoint, this position will be expected to provide the rationale. 

 

Duties and Responsibilities

Book Inventory

  • Receive and check all the ordered books upon delivery.
  • Maintain records of type, quantity, and value of material stocked in book room.
  • Shares daily book sales report with the A/R assistant
  • Conducts a monthly physical count and sends the update to procurement, EL and Finance Departments.
  • Compares inventory with a 2nd counter at the end of each month.  
  •  Tracks movement of all books in day to day business using a systematic approach approved by Procurement and Accounting.
  • Coordinate with accounting/HQ regarding or changing item numbers.
  • Verifies all ISBN numbers and communicates any changes to relevant parties
  • Coordinates with HR Assistant the sending of books to contract sites, Sousse office and Lac II office using TPS service or other means.
  • Manages all incoming book deliveries and stocks shelves making sure that all new deliveries are accounted for.
  • Provides enrolled students with the appropriate books for their classes upon receipt of a book voucher
  • Reports to Procurement Coordinator any books missing from an order so that there is reconciliation with the original bill and to ensure a future order includes books that have not yet been received. 
  • Informs the Procurement Coordinator when any given book has gone below the level that triggers a new order.

 

Procurement

  • Constantly control the office needs and order supplies as needed
  • Order supplies for parties and special events and makes sure they meet the budget.
  • Receive and check all ordered goods
  • Assist the Procurement Coordinator in checking all the supplies orders upon delivery
  • Assist the Procurement Coordinator with grants, mainly organizing the needed logistics, buy insurance for participants, prepare the needed materials etc…
  • Run online research  for new vendors when needed
  • Liaise between staff and the taxi company for any transportation request
  • Keeps record of petty cash requests

 

This position description is not intended to be all-inclusive, and the incumbent will perform other reasonable business-related duties as assigned by the immediate supervisor and other managers when necessary.  AMIDEAST reserves the right to change duties and responsibilities as the need arises.  This position description does not constitute a written or implied contract of employment.

 

Qualifications:

  • Bachelor’s Degree, preferably in business management, logistics, accounting
  • 1 to 2 years’ experience in a similar position, with similar levels of responsibility
  • Prior experience managing inventories and procurement procedures
  • Experience using inventory management software preferable
  • Written and spoken efficiency in English, as well as French and Arabic
  • Strong computer skills, particularly Excel
  • Demonstrated capacity to work independently
  • Excellent time management skills and the ability to confidently manage a variety of tasks
  • Highly organized, with demonstrated attention to detail and accuracy
  • Discretion and professionalism regarding all AMIDEAST proprietary services and activities

 

I acknowledge that I have read and understand the above duties, and I agree that they accurately describe the majority of my job functions.  I agree to perform them to the best of my ability and alert my supervisor or other members of management if I feel that I am incapable of fulfilling any of them, need assistance in fulfilling any of them, or believe that they should change in any way.

 

 

To apply:

Please send your resume and cover letter by October 31st to: achouari@amideast.org