Job Description

Duties and Responsibilities / KPI’s

1. Material Request & Planning
   1. Raise, identify, plan, and consolidate material requirements for administrative and operational needs
   2. Prepare and submit material requisitions to the AML Warehouse in accordance with approved procedures
   3. Coordinate local purchases for materials not available in the AML Warehouse, ensuring timely availability
   4. Liaise with end users to understand material specifications, quantities, and delivery timelines.
2. Warehouse Coordination & Control
   1. Act as the primary point of contact between the Administrative Office and the AML Warehouse
   2. Track all materials requested, issued, received, and returned from the warehouse.
   3. Ensure materials received match approved requests in terms of quantity, quality, and specifications
   4. Follow up on pending or delayed warehouse requests to avoid operational disruptions
3. Custodianship & Accountability
   1. Serve as the official custodian for all materials issued from the warehouse and local purchases.
   2. Maintain accurate records of material custody, allocation, usage, and stock balance.
   3. Ensure proper handover and acknowledgment of materials to departments or individuals.
   4. Monitor material usage to prevent misuse, loss, or unauthorized distribution
4. Inventory Management & Record Keeping
   1. Prepare Maintain up-to-date material registers, inventory logs, and tracking systems (manual and/or ERP-based).
   2. Conduct periodic physical verification and reconciliation of materials under custody.
   3. Report discrepancies, shortages, damages, or excess stock management with corrective action recommendations.
   4. Ensure proper storage, labeling, and handling of materials within administrative storage areas
5. Local Purchasing Support
   1. Support the procurement process by preparing local purchase requests and coordinating with procurement/finance teams.
   2. Obtain and verify quotations, delivery notes, and invoices in line with company policies.
   3. Ensure purchased materials are received, inspected, recorded, and handed over correctly.
6. Reporting & Communication
   1. Accuracy of material tracking and inventory records
   2. Timeliness of material requests and deliveries
   3. Reduction in material losses, discrepancies, or emergency purchases
   4. Compliance with AML procedures and audit requirements

Stakeholder satisfaction (administration and operational teams)

Qualifications / Experience / Knowledge

• Education: Bachelor’s degree in business administration, Management, Supply Chain, Accounting, Finance or a related field.
• Experience: Minimum of 2 years of experience in Office Administration, Finance, Accounting, Finance or related roles, preferably in recognized institutions
• Skills:
• Strong organizational and record-keeping skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Knowledge of administrative procedures and office equipment.
• Ability to handle multiple tasks, prioritize effectively, and work independently

Core Competencies / Skills

Essential

• Accountability and integrity in handling materials and records
• Analytical skills for monitoring stock levels and consumption patterns
• Problem-solving abilities to address discrepancies or delays
• Teamwork and collaboration with warehouse staff and internal departments

Personal Qualities / Behavioral Traits

Essential

• Be physically fit and be able to pass a pre-employment medical examination.

Desirable

• Able to build relationships and engage people in continuous improvement processes.
• Always identify the priorities correctly and work in a self-directed manner.

Working Conditions

• Office-based role with occasional visits to AML warehouse or supplier sites as required.
• Standard administrative working hours with possible adjustments based on operational needs.

Health and Safety

1. Ensure compliance with all relevant health and safety regulations, standards, and procedures.
   1. Participate in health, safety and environment training programs to understand potential hazards, safety procedures, and emergency protocols.
   2. Report any health, safety and environmental concerns, incidents, or near misses promptly to the designated supervisor or safety officer.
   3. Assist in identifying workplace hazards and participate in risk assessments to minimize risks to personal health and safety.
   4. Wear appropriate PPE as required for specific tasks or environments and ensure that it is maintained and used correctly.
   5. Be familiar with emergency response procedures, including evacuation routes, assembly points, and first aid protocols.
   6. Follow established safe work practices and procedures to prevent accidents, injuries, or illnesses.
   7. Operate machinery, tools, and equipment safely, following manufacturer's instructions and the AML safety guidelines.
   8. Maintain a clean and orderly workspace to reduce hazards and prevent accidents.

Environment

1. Oversee and monitor the environmental performance of your department's functions, ensuring high levels of awareness and compliance with company environmental policies and relevant environmental laws.
   1. Regularly review environmental performance metrics and indicators to track progress, identify trends, and address areas for improvement.
   2. Ensure all environmental incidents are reported promptly and investigated thoroughly in line with company policies and legal requirements.
   3. Uphold a culture of environmental responsibility and compliance within the organization by setting clear expectations for incident reporting and response at all levels.
   4. Collaborate with the Environment team to identify opportunities for environmental improvement and develop strategic programs to enhance sustainability practices.