"The inventory control unit from the group of departments includes:
× Tasks of the inventory control unit ×
1-Inventory Control Department
2-Covenant Monitoring Department
3-Operations and Review Department
4-Electronic Archiving Department
5-Administrative Communications Department
*Tasks of the inventory control unit
Inventory control management tasks
1-Hold the item control card corresponding to the item card in the warehouse.
2-Preserving covenant restrictions documents.
3-Conducting reconciliations, whether for warehouse balances or sector accounts, from time to time.
4-Inventorying and following up on the items that are decided to be sold, repaired or destroyed.
5-Determine storage levels for items as follows:
-The minimum level is the level at which the balance of the item remains and is not exceeded upon disbursement
-The order limit, which is the level of the item’s balance that has been reached. The order must be re-ordered to increase the item’s balance so that it does not reach the minimum limit that cannot be exceeded when disbursing.
-The upper limit is the level of the item’s balance that must not be exceeded so that there is no extravagance and an increase in the item’s value
6-Participating with other parties in securing the assets needed by the various sectors and ensuring that they actually need what is required and not in excess of their actual need.
7-Providing the relevant authorities with the necessary warehouse data and information in the event of a shortage, loss, damage, etc., such as estimating annual needs.
8-Participate with committees in determining the rates for supplying supply and emergency rooms and sites with other committees as the case may be.
9-Examine data on stagnant and stacked inventory and make recommendations regarding them.
10-Determine what is necessary regarding storing the items or dispensing them directly.
11-Conducting a monthly reconciliation of the actual balances of some items in warehouses with the corresponding balances recorded in the item control cards to verify the regularity of restrictions.
12-Limiting the number of similar equity according to the standards set by the Saudi Arabian Standards and Metrology Organization.
13-Preparing data on the value of the deficit and the increase in item balances based on forms and reports of the inventory committees or reports of the General Auditing Office.
14-Analyzing the inventory and drawing conclusions from it to predict the needs of future sectors of assets.
15-Study inventory reports, extract inventory balances, and set a value for them at the end of each fiscal year.
*Inventory control department
1-Preparing studies to determine economic quantities. This requires him to collect the necessary data to know the annual usage quantity of each type and the price of one unit of it, as well as both ordering costs and storage costs so that he can apply mathematical equations to calculate the economic quantity.
2-Preparing the necessary studies to determine storage levels. This requires collecting the necessary data to know the usage rates of each item per unit, the supply period for each item, and calculating emergency quantities, as well as knowing the breadth of the warehouses and the value of the items, so that proper storage levels can be calculated that do not lead to disruption of the workflow. Or to the presence of stagnant stock and provide advice and guidance to the warehouses.
3-Developing methods for calculating economic quantities and storage levels and subjecting them to periodic review so that they are consistent with the circumstances that the entity is going through.
4-Carrying out other tasks assigned to him within the scope of inventory control.
5-Conduct inventory operations in accordance with Article (25) and Article (26) of the rules and procedures of government warehouses.
6-Carrying out other tasks assigned to him in the field of inventory control.
7-Preparing reports on inventory movement and related operations.
*Covenant Monitoring Department
1. Proof of the records of the pledge cards of each department, department, location, or employee at the university regarding the permanent items that are issued to them as a permanent pledge, and tracking everything that occurs to them in terms of transportation, damage, or otherwise.
2. Evacuate the employees.
3. Supervising the employees of the Covenant Monitoring Unit.
4. Preparing custody cards, Model No. (8), for each department, section, site, or employee to whom permanent items are allocated, and this is done electronically.
5. Proof of the restrictions related to the payment, transfer, and return of the covenant, and tracking any damage or loss that occurs to them.
6. Preparing files for each department, department, employee, or location to store documents supporting those restrictions.
7. Registering entities and employees in the Covenant Program electronically.
8. Auditing and reviewing the data entered electronically on a regular and periodic basis.
9. An actual inventory of assets, including inventory and custody, by counting and matching them with card balances or records, and recording any deficit or excess.
*Operations and Review Department
1-Review and audit financial advances.
2-Review and audit financial statements.
3-Review and audit the progress of financial operations related to the movement of items and objects.
4-Developing programs and applications used in the inventory control unit and university warehouses to follow up and control inventory in accordance with the Kingdom’s Vision 2030.
5-Training the unit’s employees to raise performance efficiency to the desired extent.
6-Updating and monitoring the administration’s website on the university portal.
7-Familiarity, publication, and preparation of awareness bulletins for the administration.
8-Preparing illustrations and spreading awareness among university employees.
*Electronic Archiving Department
1-Prepare data entry specifications for each transaction type.
2-Preserving documents supporting the restrictions, such as receipt notes and records, exchange requests, and return documents.
3- Save all transactions issued by the administration.
4-Preserving the covenant cards of each department, department, location, or employee at the university.
5-Preserving the administration’s official transactions and documents from damage or loss.
6-Electronic archiving of all old official paper transactions and documents in the administration.
7-Organizing the process of searching for and retrieving information and data on various transactions and official documents in accordance with the authorities.
8-Create a complete archive to preserve all the administration’s records (photos, saved transactions, documents, etc.), and work to organize and arrange them in a way that helps to search for them easily for reference at any time.
*Administrative Communications Department
1-Receiving administration visitors.
2-Receiving transactions received by the administration from various university entities.
3-Place a referral on each transaction and present it to the department director.
4-Delivering transactions to departments as directed by the Department Director.
5-Exporting transactions to the concerned authorities, including circulars and letters.
6-Save a copy of the outgoing transactions in the outgoing file.
7-Print and copy transactions related to management work.
8-Preparing meetings and preparing the working paper.
9-Writing the minutes of the meetings that take place and keeping them in a file after completing the signatures of the parties concerned with the meeting."
