Description:

TheResponsibilities

• Receives materials and equipment from vendors and checksagainst the Delivery Note/Invoice/Purchase Order, or against theISDN as required. These include textbooks, stationary supplies,computers, furniture, office equipment, and publishingmaterial.
• Delivery discrepancies are rectifiedby ensuring that any items that are not to specifications, and/orin excess, and/or short, and/or damaged, are reported to vendorsand to the contracts’ department for action. Preparesdiscrepancy and damage reports.
• Maintains adata base/delivery system for material and equipment ordersensuring their timely and accurate delivery. Maintains completefiling system for all purchase orders issued.
• Passes relevant documents to Finance for payment oncerecipient’s approval is obtained. Instructs clients toinspect goods as required.
• Raises goodsreceived vouchers as items are found acceptable and maintainsappropriate records.
• Informs vendors of anydiscrepancies and raises issues to Unit Head for replacement ofitem, amendment or cancellation of order,
• Answers enquiries from internal clients re delivery datesand discrepancies in deliveries.
• Bar codes anyitems listed as Chapter 3 items for security and maintains anelectronic report of Chapter 3 items owned by the University andtheir location, and if their movement within the Universitylocation.
• Works closely with the MaterialDisposal Committee to ensure that items to be disposed off are“de-bar coded” and removed from the assetregistry.
• Raises Loading Notes for deliveryand signature by receiver and maintains a file.
• Liaises with facilities over furniture removal anddeliveries.
• Assists with the annual inventorystock check of all Chapter 3 items owned by the University asrequired.
• Distributes and files PurchaseOrders with the relevant people.
• Assists inthe preparation of bid summaries at peak workload times.
• Enters all Purchase Orders into the Bannersystem
• Develops a knowledge of and keeps up todate with Purchasing and Finance procedures.
• Any other duty commensurate with the grade of theposition.

Textbooks:

• Responsible for the annual textbooksdistribution process on campus, and ensures that all relevant formsare completed by both faculty and staff.
• Checks textbooks against purchase orders and ensures thatISBN, Titles, Versions are correct. Segregates and stores textbooksfor distribution to colleges.
• Rejects booksnot meeting order specifications and returns to vendor fordistribution.
• Ensures textbooks are availableon time and in line with requested date.
• Collects end-of-semester textbooks from faculty. Preparesdetailed inventory report for each college.
• Prepares list of textbooks not required by colleges andsends to Disposal Committee for approval.

Stationary:

• Orders and delivers stationary as requested byfaculty and staff. Arranges delivery of orders to Dubai InternetCity, Dubai Media City and Knowledge Village.
• Maintains stationery stocks, ordering stocks, andbarcodes as necessary.
• Develops and maintainsa file of stationery orders and usage.
• Ensuressecurity of stationery and other goods, particularly ITequipment

Gifts:

• Purchases gift items through local market and maintainsrecords. Obtains sample for approval by end user.
• Verifies local vendor invoices through Banner Systemagainst purchase orders.

Assets:

• Barcodes assets including computers and Audio-Videoequipment, furniture, office equipment, and other assets. Returnsdamaged item s to vendors for repair after checkingwarranty.
• Maintains annual inventory of asstsin coordination with inventory team for Dubai and Abu Dhabicampuses.

Others:

• Contacts printers for publication material and reordersas required.
• Coordinates with Student Councilto meet students’ requirements. Purchases materials forstudents for events like capstone, club activities, and carnivalsthrough local market.