Registry Stores Keeper at African Union (AU)

Purpose of Job

• The African Union, established as a unique Pan African continental body, is charged with spearheading Africa’s rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, capital city of Ethiopia.
• In seeking to achieve these objectives, the African Union intends to strengthen its capacity to deliver by, among others, the implementation of new organization structure and the filling of regular and short-term vacant posts.
• The Commission of the African Union invites applicants who are citizens of Member States for the regular post of Registry and Stores Clerk within the Human Resource and Administration Unit, at the Inter African Bureau for Animal Resources (IBAR), under the Directorate of Rural Development, Blue Economy and Sustainable Environment.

Main Functions

• Under the direct supervision of the Senior Human Resources and Administration Officer and the overall oversight of the Director of AU-IBAR. He/she shall perform the following tasks:

• Ensure maintenance of registry system at the mission Office.
  • Set up and maintain the office filing system in accordance with the AU Filing System.
  • Establish and maintain a records system of file movements within the office as well as maintain office circulation and reading files.
  • Prepare correspondence and reports related to registry activities.
  • Participate in the creation and maintenance of an electronic registry/archive system.
• Provide effective mail management in the mission office.
  • Receive, register, and code incoming notices, letters and other correspondence and forward to proper department/unit/officer.
  • Register and dispatch outgoing communications, and follow-up on distribution.
  • Support to common services inventory count cost recovery.
• To manage the store with proper documentation               
  • Maintain and Act on Staff requisitions 
  • Requisition forms received and filed
  • Records of stock upon receipt and requisitioning kept orderly
  • Procurement rules and regulations adhered to
• To ensure complete Purchase Requisitions and Parked Invoices for all purchases both stock and services done in the office        
  • Receive Complete records – memo and certificate of funds to raise purchase requisitions. 
  • Raise Goods Receipt Notes upon receipt of goods in the organization
  • Park document upon receipt of Invoice and Delivery Note and send to Finance for payment
• To file all incoming documents in the Registry and to Update the filing index
  • filing index updated especially new project and correspondence and shared among administrative staff
• Managing of Assets procurement and movement within the office
  • Procurement of Asset upon requisition from unit
  • Asset list prepared for each and every office
  • Monitoring of asset movement within the office
  • Asset verification exercise carried out every year for the whole office
  • Maintain an Asset Register
• Answer queries from the Auditors.

Specific Responsibilities

• Management of the registry and mail distribution system
• Maintenance of stock in the stores to ensure continuity of operations in the office with proper documentation
• Management of all IBAR assets ensuring that stock take periods are undertaken and documented as well as monitoring movement of assets. 
• Maintain the asset register so that it is always up to date
• Ensuring that obsolete assets are recorded and requests for disposal made

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