Recieving Clerk / Storekeeper ( Omani )

Specific Duties and

Responsibilities

Handling of Purchase Orders to ensure that copies of all approved and currently valid Purchase Orders i.e. Purchase Requests, Market List, standard supply contracts are at hand, and files are maintained for this. Ensures that all items are physically received, inspected and weighed as necessary. In case of technical items, equipment, furniture, and certain food items, the concerned department is consulted to confirm the quality and specifications. Materials are inspected, and measurements are to be made thoroughly. A visual inspection is not enough. After inspection, the items are transferred to the department concerned either through the help of the supplier or concerned department collecting from the receiving bay. The supplier’s invoice is acknowledged by putting the receiving stamp on the original and the supplier’s copy of the invoice, after the checking is completed. Ensures that the invoice is dated and reference number of the authorization is quoted. Outdated invoices are not accepted, as this may result in problems regarding settlement. If the invoice is outdated, the vendor or his representative is requested to correct it and initial for the correction. Ensures that items arriving without authorization are not received, but referred to the Materials department. Such items should not be kept in the hotel nor the invoice to be acknowledged. Some items (e.g. milk, bread, etc.) are received during non-working hours. Apart from such items (list to be prepared and approved by management), no other invoices are to be passed for payment without physically receiving the item. Ensures that invoices for services, such as clearing charges, insurance charges, service contracts for maintenance etc. are acceptable to be included in the receiving report, provided that they are part of the Purchase Order (insurance and clearing charges for importation) or contract is available. Even in this case, the department head concerned has to initial these invoices to acknowledge the receipt of the service. After the items are received, a receiving report and summary is prepared. The copy of this report is given to the F&B Cost Control, with original invoices; with adding machine totals are passed to Accounts Payable for further processing. Deliveries with disputes are brought up with Materials Department to sort out with the vendor, and the department concerned. In case the delivery is accepted only partially, this has to be reflected in writing by the Department Head concerned, showing the reason with concurrence of Materials Department. In such cases, a credit note is to be obtained from the supplier. Matters not resolved are to be brought to the attention of the Director of Finance. Responsible for ensuring all items being sent out of the hotel as per the outgoing record policy. Receiving Clerk checks that it is properly authorized, and ensures that all vouchers are accounted for. Where necessary, the credit note is to be passed to the Accounts for those items, which are invoiced to the hotel, but being returned back. 2.         General Responsibilities