OFFICE/DIVISION: Western Pacific University’s Office of the Vice President, University Advancement

POSITION TITLE: Fixed Asset & Inventory Officer

POSITION NUMBER: WPUFD010

POSITION CLASSIFICATION: Administration

JOB LOCATION: Western Pacific University, Ialibu, SHP, PNG

ORGANISATIONAL RELATIONSHIP:

Reports to: Bursar

Supervises: None

Coordinates with: Accounts Payable, Purchasing Officer, Heads of Departments, Directors, Executive Officers, and various Officers.

JOB PURPOSE:

The Fixed Asset & Inventory Officer supports the Bursar in the delivery of efficient and effective fixed asset and inventory management services to the University. The Fixed Asset & Inventory Officer supports the Bursar in ensuring that the University has a functioning asset and inventory management framework, including relevant policies and processes, and in the efficient delivery of asset and inventory management services.

DUTIES AND RESPONSIBILITIES

1. Ensure all tasks are completed in accordance with the relevant work schedule.
2. Support the implementation of the University's fixed asset and inventory management plans.
3. Ensure the University's asset management programs are delivered in accordance with budget allocations.
4. Ensure asset management processes are in compliance with relevant strategies, policies and statutory regulations.
5. Review and draft policies on matters relating to fixed asset and inventory management.
6. Assist in reviewing and updating procedures and systems to ensure high quality asset management services.
7. Review and update the asset register for the University and ensure that the asset management database is maintained regularly.
8. Receive, inspect and store incoming goods and equipment, checking deliveries against purchase orders and packing documentation.
9. Conduct regular stocktakes and cycle counts, always with a second staff member present, and promptly reconcile any discrepancies.
10. Monitor stock levels against usage patterns and set reorder points to prevent shortages or overstocking.
11. Manage expiry dates and stock rotation (FEFO/FIFO) and ensure storage and handling practices meet safety requirements for all inventory, particularly sensitive and time-limited items.
12. Ensure appropriate security practices are maintained for all inventory and fixed assets to prevent shrinkage and unnecessary write-offs.
13. Identify stock or assets that are obsolete, expiring, near expiry, or damaged, and recommend appropriate action.
14. Analyse usage and forecast requirements to ensure inventory is maintained at optimal levels, and take stock of assets and inventory, formulating related reports.
15. Track equipment usage, location, condition, labelling, and servicing/warranty dates, and coordinate repairs, maintenance or replacement of equipment with relevant stakeholders.
16. Assist with the annual fixed assets audit and prepare reports for fixed asset verification.
17. Prepare regular reports on inventory status, stock levels, stock movements and discrepancies to support decision-making.
18. Coordinate with Accounts Payable, the Purchasing Officer, Heads of Departments, Directors, Executive Officers, and various Officers on asset and inventory matters.
19. Participate in gender equity/equality and other institutional wellbeing activities that will assist the University to address these issues.

REQUIREMENTS AND QUALIFICATIONS

a. Bachelor's Degree in Accounting, Finance, or Management; a Master's Degree is a bonus.
b. A minimum of four (4) years of experience in fixed asset and inventory management.
c. Strong data analytical skills and inventory management skills.
d. Able to work well with colleagues, respond to requests in a timely manner and share relevant information with the Division, the University and with other stakeholders.
e. Able to contribute to identifying team priorities, share or allocate specific tasks within the team, and ensure competing deadlines are met.
f. Able to contribute, as required, to identifying divisional and University strategic goals and budget plans, and assist in the preparation of related documentation.
g. Ensure all expenditure, acquittals and other financial and commercial transactions strictly adhere to University and Government-wide policies and/or legislation.
h. Establish knowledge about the range of Acts, laws and policies governing the work of the University.
i. Demonstrate and practice high levels of integrity, honesty, accountability, respect and wisdom, and accept responsibility for one's own actions at all times.
j. Demonstrate substantial proficiency in the use of email and internet, and in the application of software such as MS Word, MS Excel and MS PowerPoint.
k. Understanding of Papua New Guinea's public procurement and tender laws, including the National Procurement Act 2018 and the Public Finances (Management) Act 1995.
l. Experience with computerised inventory/stock management systems is an advantage.
m. Excellent written and verbal communication skills, with strong numeracy and accurate record-keeping skills.
n. Able to use initiative and problem-solve, with a proactive and adaptable approach to work.

How to Apply

If then interested, all candidates must send their Expression of Interest, CV, and relevant documents to [email protected] / [email protected].

All corresponding emails must have in their subject “Position Description: [Position Title]” — e.g. “Position Description: Research Coordinating Officer.”

All application documents must be merged into one (1) PDF file before submission.

Attention to: Human Resources Director, P.O. Box 1791, Mt. Hagen, Western Highlands Province.

Applicants are encouraged to submit their application via email.

Applications close: 23rd October 2026, 4:06 PM

Only shortlisted candidates will be contacted.