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Inventory Control
Carrying out all procedures related to recording and controlling inventory movement entries through computer applications and continuous follow-up.
Warehouse documentation cycle.
Maintaining supporting documents for accounting entries.
Maintaining custody cards for fixed assets issued as personal custody to employees, as well as custody cards for fixed assets issued to departments and administrative units.
Eliminating all warehouse-related issues and minimizing errors, deviations, and irregular violations to protect public funds from leakage or waste.
Identifying and monitoring items that are designated for repair, donation, sale, or disposal based on periodic reports from relevant committees.
Conducting the necessary studies to determine appropriate storage levels and economic order quantities to avoid shortages or excess, and to prevent damage or obsolescence of inventory.
Continuous training for all levels of warehouse staff, custodians, and inventory controllers to ensure proper implementation of procedures and effective practical application.
General Objective
Ensuring control over the movement of items in the department’s warehouses, and ensuring that there is no surplus or shortage of stored items.
Administration Tasks
Carrying out all the supervisory work specified in the rules and procedures of government warehouses, recording incoming and outgoing items, following up and recording personal and administrative covenants in all university units, and ensuring that there is no surplus or shortage of stored items.
Vision
We seek to provide a distinguished, high-quality service in monitoring inventory in university units and achieving the satisfaction of workers and visitors.
Mission
We are committed to maintaining the inventory of all university units in terms of quantity and quality, working to rationalize spending, and developing the quality of service provided by modeling work in accordance with the rules and procedures of government warehouses.
Objectives
Ensuring compliance with the rules and procedures of government warehouses in all university units.
Maintaining stock levels and safety in accordance with government warehouse rules and procedures.
Ensuring the integrity of the documentary cycle in the case of storage, disbursement and receipt.
Ensuring the safety of the product until it reaches the service requester and until it is dispensed with.
Holding the item control card that is equivalent to the item card in the warehouse.
Preserving covenant restrictions documents.
Conducting reconciliations of either warehouse balances or sector accounts from time to time.
Inventorying and following up on the items that are decided to be sold, repaired or destroyed.
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 is the level of the item’s balance that, if it is 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 increase in the value of the item.
Participating with other parties in securing what the various sectors need in terms of assets and ensuring their actual need for what is required and not monitoring them from a person in excess of their actual need.
Analyzing inventories and drawing conclusions from them to predict the needs of future sectors of assets.
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.
Participate with committees in determining the rates for supplying regions and buildings, with other committees as the case may be.
Examining data on stagnant and stacked inventory and making recommendations regarding them.
Determine what is necessary regarding storing the items or dispensing them directly.
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.
Limiting the number of similar stocks according to the standards set by the Saudi Standards, Metrology and Quality Organization.
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.
Study inventory reports, extract inventory balances, and set a value for them at the end of each fiscal year.
Covenant Department
The covenant system is concerned with managing the permanent items that are delivered to employees. These permanent items are called (custody), and the system is concerned with maintaining a database of the covenant and its owners. It also provides a complete historical record of the transactions made on the trust, which includes handing over the trust to the employee, transferring it from one employee to another employee, and returning the trust.
The government covenant system represents an integrated information system, as the covenant system will be automatically linked with the personnel affairs system to know if there is a covenant on employees so that the process of transferring, promoting, or closing their registration does not take place until after the covenant is handed over.
To achieve this, the administrative system works to ensure facilitation of trade management operations by adhering to the following:
Complete follow-up of the various employees’ appointments and the operations carried out on them.
Entering employees' details and balances at the beginning of the system's operation.
Registering the contents of buildings and offices for a fixed trust and linking it as a trust to (an employee or department).
Automated linking and registration of the contract based on disbursement requests or receipt records that contain permanent items after reviewing and approving them by inventory control.
Monitoring and printing trust cards, custody registration transactions, transfer of trust, and return transactions, and knowing the status of the trust on a specific date.
There are two types of trust transfer (temporary and permanent), so that the system alerts you about the temporarily transferred trust and the date of its return to the original trust holder.
Linking with Personnel Affairs to register the covenant on employees and print a report on the employees whose services will end and who have a registered covenant.
Printing reports and inquiring about the contract by category, employee, location, entity, etc.
Search for a category in the Covenant and display all Covenant owners who have the required category.
Knowing disbursement requests and receipt records that contain permanent items that have not been registered as a deposit.
Disclose covenant balances by employee.
Disclose covenant balances by category.
Disclose covenant by category.
Disclose covenant by employee.
Disclose covenant list by employee/building/department.
Disclose custody transactions by date.
Disclose custody movements by employee.
Disclose a list of permanent items disbursed and not recorded as a deposit.
Disclose a list of permanent items included in receipt records and not registered as a deposit.
(Phone numbers for the Administration and Departments)
Administration - Direct
0172419939
Covenant Department
0172419973
Inventory Department
0172419972
Office Secretary
0172402662
Email:
