1. Job Purpose
The Asset & Stock Manager is responsible for the effective management, monitoring, and reporting of all school assets and stock items, ensuring compliance with school policies, Board Policy Manual (BPM) provisions, and best practices in resource stewardship. The role will leverage the Ed-admin ERP to digitalize and streamline asset tracking, stock control, and reporting.
2. Key Responsibilities
A. Asset Management
- Maintain an up-to-date register of all fixed assets (buildings, vehicles, ICT equipment, furniture, and learning resources) within Ed-admin.
- Ensure proper tagging, coding, and classification of all school assets.
- Monitor asset utilization, maintenance schedules, and depreciation in line with the approved BPM depreciation policy.
- Support periodic asset verification exercises (quarterly and annual stock takes).
- Coordinate with relevant departments to ensure proper care, insurance, and security of assets.
- Prepare asset disposal proposals in compliance with BPM guidelines and participate in disposal/auction processes.
- Conduct periodic reconciliation between the physical assets and the asset register in Ed-admin.
B. Stock Management
- Manage and control the receipt, storage, and issuance of stock (teaching materials, consumables, uniforms, PE attire, ICT accessories, stationery, etc.).
- Ensure no stock is issued without appropriate authorization and documentation in Ed-admin.
- Maintain minimum and reorder stock levels and generate timely requisitions to avoid shortages.
- Conduct monthly and termly stock counts and reconcile with Ed-admin system records.
- Investigate and report any variances, shortages, or discrepancies.
- Monitor expiry dates, obsolescence, and quality of stored stock items.
- Fully utilize the Ed-admin ERP to digitalize stock and asset management processes.
- Train and support colleagues in the use of Ed-admin modules related to stock and asset management.
- Generate routine and ad-hoc reports from Ed-admin for management, Finance Committee, and auditors.
- Ensure data integrity, accuracy, and timely updates of information in Ed-admin.
C. Compliance & Reporting
- Ensure compliance with the Board Policy Manual and financial regulations relating to fixed assets and inventory.
- Produce monthly and termly asset and stock reports for submission to management.
- Support internal and external audits by providing asset and stock reports, reconciliations, and supporting documents.
- Implement best practices in safeguarding school resources.
3. Key Performance Indicators (KPIs)
- 100% accuracy of the asset register and stock records in Ed-admin.
- Timely preparation and submission of monthly/termly stock and asset reports.
- Reduction in stock variances and losses.
- Compliance with BPM depreciation and disposal policies.
- Successful completion of annual audits with minimal queries related to assets/stock.
- User satisfaction with digitalized asset and stock processes in Ed-admin.
4. Qualifications & Experience
- Min Diploma in Accounting, Supply Chain, Business Administration, or related field.
- Professional training in inventory or asset management (added advantage).
- Hands-on experience with ERP systems (Ed-admin experience strongly preferred).
- Strong knowledge of stock management, asset controls, and audit requirements.
