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Job Title:   Asset Management Clerk (Fresher Jobs)

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: Kampala, Uganda

Position Number: Kampala-2023-083

About US Embassy:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Natalie E. Brown currently heads the U.S Mission to Uganda.  The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.

Among the offices operating under the U.S Mission to Uganda are:

• United States Agency for International Development (USAID)
• Centers for Disease Control (CDC)
• Peace Corps

Job Summary:  Under the direct supervision of the Customer Service Supervisor, the i Asset Management Clerk maintains inventory control of stored, procured and issued Information Technology assets under International Cooperative Administrative Support Services (ICASS), Program and non-State offices. He/she coordinates repairs of equipment as needed.  He/she conducts the yearly inventory of all IT assets located at the Embassy compound, the General Services Office, Warehouse, Ambassador and Deputy Chief of Mission residences.  He/she assists the Information Systems Center (ISC) and Customer Service Center during busy periods by helping to run basic updates on machines and helping to move equipment when necessary.

Key Duties and Responsibilities:

Property Management: 70 %

• The incumbent is responsible for the tracking of all Program and ICASS IT equipment at post in Inventory and Logistics Management System (ILMS).
• He/she performs clerical functions and is responsible for ensuring all documentation, pertaining to issue/transfer/disposal of office equipment, is accurately processed. He/she performs all related data entry required pertaining to the distribution, completion, statistical recording, and ILMS reconciliation of service requests.
• The incumbent conducts annual physical inventories of IT non-expendable property at Embassy Kampala.
• He/she identifies discrepancies in inventories and independently resolves them. The computer program designed for this has many options and steps which must be completed if accuracy is to be achieved. The incumbent must be able to work in a concise and clear manner in order to reason through the processes before any of these inventory records can be closed. The job holder will carry out extensive research of historical inventory files and documents as often as necessary in order to locate missing or displaced property.
• He/she must also ensure that the responsibility for the loss or damage of this property lies with the individual to whom the property was issued by accurately issuing items with the Loanable Property Module in ILMS.
• He/she must then take further action by referring the costs incurred to the Property Survey Board for a decision on any charges to the customer.
• He/she prepares and distributes the appropriate documentation when an employee is held liable for the loss, damage or destruction of office equipment, to include mobile phones.
• Incumbent prepares inventories and reconciliations required to maintain post property integrity. He/she serves as the leader during the annual inventory of IT equipment. Incumbent prepares IT equipment for disposal by preparing paperwork required for accountability and physical removal from the stock rooms.
• Incumbent arranges for the return of equipment under warranty to a vendor or other entities.
• He/she completes all paperwork regarding the inventory of IT equipment and works in close cooperation with ISC personnel and other Mission sections and/or agencies. These sections identify disposable items to the incumbent, and he/she will secure the equipment, recommend the disposal method to the Accountable Property Officer and Disposal Property Officer and make the required arrangements for shipment and/or destruction.
• Incumbent is the primary person to receive new IT assets into ILMS and works with the procurement and the General Services Officers to ensure proper recording of new assets, both in the ILMS/inventory system and the procurement system.
• The incumbent assists all of the IRM offices in procuring items in ILMS and tracking the ordered items from request to delivery. This will reduce waste and the double-ordering of items due to the long procurement and delivery timelines.

Assist ISC and Customer Service Center: 30%

• The incumbent acts as a backup to the ISC staff and Customer Service Center staff during busy periods when extra help is needed, typically outside of the three-month Annual Inventory period.
• He/she may assist in managing conferencing systems and setting up conference lines for the ISC.
• He/she may also assist staffing Customer Service Center when the CSC is shorthanded, as determined by the ISO.

Qualifications, Skills and Experience:

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

• The applicants for the United States US Embassy Asset Management Clerk job opportunity should have completed Secondary School. R
• One year of administrative experience is required.
• Position must have good knowledge of the structure of the Mission, IRM, and key players.
• The position requires working knowledge of the Embassy’s unclassified systems in order to identify and track IT equipment.
• Must understand the workings of ILMS and the steps to take when discrepancies arise.
• Must be accurate and thorough in identifying and recording United States Government property in the storerooms and workspaces throughout the Mission.
• Must be able to learn the types and models of equipment used at post and identify them by sight.
• Must have excellent computer skills, knowledge of Windows Operating Systems, internet browsers, proficient in Microsoft Office (Word and Excel) and able to use hand-held scanners to inventory systems.
• Must be tactful with customers but be able to present a firm stand when necessary – missing property investigations for example. Communicate effectively with all members of staff working in the Embassy.
• Must be able to work independently with little supervision and be able to reason through complicated problems with minimal assistance.
• Must be able to lift 30 pounds and mobile enough to work under desks and in tight areas. This may be tested.
• Language: Level III (Good Working Knowledge) speaking/reading/writing English is required. This may be tested

How to Apply:

All those interested in working with the United States Embassy, US Mission in Kampala should send their applications online at the link below.

Click Here

Deadline: 14th November 2023

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