Administrative Officer (Acquisitions) (Hay Level 11/B4) at NECSA

Key Performance Areas

Library services

• Maintain a general helpdesk and presence at the lending counter for efficient assistance to library users
• Identify and locate publications requested by library users for materials in the library collection and provide accordingly to ensure effective service delivery
• Checking books in and out at the front desk and audit outstanding books on a monthly basis.
• Register new customers, maintaining and updating customer profiles on the DBTW user database 
• Maintaining library records on the DBTW loans database of books taken out and brought back.
• Assisting customers with internet access and ensuring their technical needs are met.
• Maintaining library records on the DBTW depot database of story books taken out and brought back
• Scan newspapers daily for appropriate articles to contribute to the news review.
• Managing inquiries over the counter and via email or telephone
• Digitization of library collections to enhance access and improve preservation of library materials.
• Adhoc tasks as needed
• Compile departmental monthly statistics for submission to management

Procurement & Provisioning

• Provide an effective acquisition service to the Necsa group in accordance with the policies and procedures.
• Order books, media and electronic material via purchase requisition workflow and update on the DBTW orders database
• Receive requested material, verify item for accuracy, and process books to ensure correctly categorised and labelled for lending purposes.
• Coordinate the updating of emergency response and evacuation plan Add holdings to the DBTW catalogue database
• Payment of invoices Workflow Procurement: Initiate Payment Requisition/ Procurement: Declare Invoice for Payment
• Apply for petty cash when required.
• Place orders for stationary and supplies with the relevant Necsa store, and for other orders with the SCM department.

Compliance to SHEQ

• Comply to SHEQ and ISO standards (Audits), Customer and stakeholder & relations
• Maintain P-1400 Health & Safety Committee
• BBS observations monthly

Requirements

Minimum Qualifications and Experience:

• Certificate in Library & Information Science or equivalent.
• Diploma in Library & Information Science will be added advantage.
• Minimum 2-3 years’ experience in Library services.