Receiving Section

The receiving section of the PSU shall be headed by one of the Administrative Officer V (AO- V) of DHVSU.

The following are the duties and responsibilities of the AO-V:

1. In-charge in the preparation/ processing/ releasing/ filling of the following documents:
        • Inspection and Acceptance Report (IAR)
2. Closely coordinate with the PMO on all matters concerning awarded contracts/Purchase Order, Job Order and other procurement documents;
3. Serve as the Property Inspector of the university who will ensure the completeness and adherence to the technical description/ specification & delivery date of all the property/ services deliverables of the university;
4. Create and implement a system in maintaining and securing all the prepared/processed documents in coordination with the office document controller;
5. Work closely with the Warehousing and Releasing Section of the PSU regarding receipt of properties;
6. Coordinate with end-user and Technical Working Group (TWG) on all deliverables concern and together signed the “Inspection” portion of the IAR;
7. Coordinate with the supplier/ contractor regarding expected delivery date, concern on deliverables, among others;
8. Maintain a database of all the captured images of all delivered/ accepted property;
9. Prepare/ accomplish an individual supplier evaluation report and disseminate the same to the concern entity;
10. Prepare the liquidated damages report, if any, incurred by the supplier and disseminate the same to the concern entity;
11. Prepare the Acknowledged Receipt for Donations Received (ARDR) and ensure/ verify the attachment of pertinent documents;
12. Closely coordinate with Office of Physical, Plant & Facilities for the turn-over of newly constructed buildings, other structures and facility development;
13. Closely coordinate with all campuses director regarding donated and transfer property to the university and verify/prepare/ coordinate relevant documents
14. Accept and issue the turnover of keys to the end-user/ accountable officer;
15. Ensure the preparation of the Property Card (PC) and Semi-Expendable Property Card (SPC);
16. Ensure close coordination with all the units/ sections in the PSMO;
17. Create and implement a system in maintaining and securing all the documents of the receiving section in coordination with the office designated document controller;
18. Ensure the routing and securing of all pertinent documents to and from concern offices;
19. Obtain and manage customer feedback and initiate innovations to improve existing processes and procedures of the section;
20. Observe compliance with all the requirements of the Data Privacy Act of 2012 and ISO 9001-2015 Quality Management System;
21. Give utmost attention on the section’s commitment and delivery of the Strategic Priorities, and Support Functions as reflected in the Individual Performance Commitment (IPC);
22. Adopt the 7S Principles in the section; and
23. Perform other tasks as may be assigned by the higher authorities and head of PSMO.

Warehousing and Releasing Section

The warehousing and releasing section of the PSU shall be headed by the Supply Officer II (SOII) who is one of the Administrative Officer III of DHVSU.

The following are the duties and responsibility of the SOII:

1. Assign a control number on the IAR and RIS documents and maintain a data base/ logbook of the same;
2. Recommend and implement a reliable system in maintaining and securing the available property, inventory, supplies and materials at the warehouse;
3. Accept and process the request for releasing of procured deliverables with reference to the Requisition and Issue Slip (RIS);
4. Exercise control on maintaining a reliable and accurate filling of the RIS;
5. Ensure the preparation of Property Stickers;
6. Ensure the preparation and submission of the Report of Supplies and Materials Issued (RSMI), Report of Semi-Expendable Property Issued (RSPI);
7. Ensure the preparation and monitoring of an accurate and reliable accountable documents such as the Inventory Custodian Slip (ICS), Property Acknowledgment Receipt (PAR), Inventory Transfer Report (ITR) and Property Transfer Report (PTR), Registry of Semi- Expendable Property Issued (RegSPI), Receipt of Semi-Expendable Property (RRSP);
8. Ensure the perpetual preparation and updating of Stock Card (SC);
9. Ensure the monitoring and accounting of the submitted RIS (weekly) with reference to the Food Matrix, Distribution List by OPPF-GIMU, UOSHO, Medical and Dental, Office of the GAD Focal Point System, and other offices with bulk releasing of supplies and materials;
10. Ensure close coordination with all the units/ sections in the PSMO;
11. Create and implement a system in maintaining and securing all the documents of the warehousing and releasing section in coordination with the office designated document controller
12. Ensure the routing and securing of all pertinent documents to and from concern offices;
13. Obtain and manage customer feedback and initiate innovations to improve existing processes and procedures of the unit;
14. Observe compliance with all the requirements of the Data Privacy Act of 2012 and ISO 9001-2015 Quality Management System;
15. Give utmost attention on the section’s commitment and delivery of the Strategic Priorities, and Support Functions as reflected in the Individual Performance Commitment (IPC);
16. Adopt the 7S Principles in the section; and
17. Perform other tasks as may be assigned by the higher authorities and head of PSMO.

Maintenance Section

The maintenance section of the PSU shall be manned by the Property Custodian who is one of the Administrative Assistant II of DHVSU.

The following are the duties and responsibility of the Property Custodian on maintenance:

1. Process the request for repair and maintenance, betterments, addition, re- arrangements of machinery and equipment/ furniture and fixtures;
2. Closely coordinate with the Office of Physical Plant and Facilities (OPPF) in- house repair and maintenance personnel for the timely resolution of request;
3. Coordinate the transmittal/ retrieval of the property subject for repair/ repaired to and from third party entity with reference to the Job Order document from the Procurement Unit (PU);
4. Ensure the preparation and submission of the repaired/ maintained property per category;
5. Make a follow-up of the status of for repair/ maintain property;
6. Release the repaired/ maintained property to the end-user;
7. Ensure close coordination with all the units/sections in the PSMO;
8. Create and implement a system in maintaining and securing all the documents of the maintenance section in coordination with the office designated document controller
9. Ensure the routing and securing of all pertinent documents to and from concern offices;
10. Obtain and manage customer feedback and initiate innovations to improve existing processes and procedures of the section;
11. Observe compliance with all the requirements of the Data Privacy Act of 2012 and ISO 9001-2015 Quality Management System;
12. Give utmost attention on the section’s commitment and delivery of the Strategic Priorities, and Support Functions as reflected in the Individual Performance Commitment (IPC);
13. Adopt the 7S Principles in the section; and
14. Perform other tasks as may be assigned by the higher authorities and head of PSMO.

Disposal Section

The disposal section of the PSU shall be headed by the Supply Officer I (SOI) who is one of the Administrative Officer I of DHVSU.

The following are the duties and responsibility of the SOI on Disposal:

1. Accept and verify the received Inspection Report of Unserviceable Semi- Expendable Property (IIRUSP) and Inventory and inspection Report of Unserviceable Property (IIRUP);
2. Process the verified IIRUSP and IIRUP;
3. Prepare the Waste Material Report (WMR) based from the turnover salvage materials;
4. Prepare and submit the summary list of all unserviceable property/ salvage materials together with the IIRUSP/ IIRUP/ WMR and other pertinent attachment to the Property Disposal Committee;
5. Accept, account, tag and safe keep-unserviceable warehouse the received properties/inventories with reference to the IIRUSP/ IIRUP/ WMR;
6. Assist and closely coordinate with the Property Disposal Committee with regards to the properties/ inventories subject for disposal;
7. Ensure close coordination with all the units/ sections in the PSMO;
8. Create and implement a system in maintaining and securing all the documents of the disposal section in coordination with the office designated document controller;
9. Ensure the routing and securing of all pertinent documents to and from concern offices;
10. Obtain and manage customer feedback and initiate innovations to improve existing processes and procedures of the section;
11. Observe compliance with all the requirements of the Data Privacy Act of 2012 and ISO 9001:2015 Quality Management System;
12. Give utmost attention on the section’s commitment and delivery of the Strategic Priorities, and Support Functions as reflected in the Individual Performance Commitment (IPC);
13. Adopt the 7S Principles in the section; and
14. Perform other tasks as may be assigned by the higher authorities and head of PSMO.

Inventory Section

The inventory section of the PSU shall be headed by the Property Custodian who is one of the Administrative Assistant II of DHVSU.

The following are the duties and responsibility of Property Custodian on Inventory:

1. Secure the Annex A (Inventory Count Form) from the Inventory Committee (IC), submitted by all accountable officers in the university, and process/verify the same to generate the working Annex A of the IC;
2. Prepare the Annex B Report, from the result of the IC Physical Count, with the following property categories:
       • List of Property, Plant and Equipment’s (PPEs) Found at Station
       • List of Semi-Expendable Property Found at Station
       • List of Inventories Found at Station
3. Prepare the Annex C Report from the result of the IC Physical Count, with the following property categories:
      • List of Missing/ Non-Existing PPEs
      • List of Missing/ Non-Existing Semi-Expendable Property
      • List of Missing/ Non-Existing Inventories
4. Transmit and re-validate the Annex B and C Report with the concern accountable officer/s;
5. Secure verified/ acknowledged Annex B and C Report with the accountable officer/s;
6. Assist the IC in the preparation of the following reports with reference from the Annex A/ BC reports;
      • Report on the Physical Count of Property, Plant and Equipment (RPCPPE)- annual report by the IC
      • Report on the Physical Count of Semi-Expendable Property (PRCSP) – annual report by the IC
      • Report on the Physical Count of Inventories – semi-annual report by the IC
7. Secure a copy of the Report of Accountability for Accountable Forms (RAAF) from accountable officer/s for the following accountable forms:
      • check
      • stamps
      • official receipts
      • LDDAP-ADA
8. Assist the IC in the preparation of Property Sticker of PPEs and semi-expendable property counted during the inventory taking;
9. Assist the IC in the preparation of the Property Inventory Form (PIF) for the insurance (buildings with content and motor vehicles) application to Government Service Insurance System (GSIS);
10. Assist the Transportation Unit (TU) of the university and secure the required fee from the Director of the Administrative Services Office (ADMINSO) for the Land Transportation Office (LTO) registration and emission testing of motor vehicles;
11. Receive and verify the submitted, by the accountable officer/s, Report of Lost, Stolen, Damaged or Destroyed Semi-Expendable Property (RLSDDSP) and Report of Lost, Stolen, Damaged or Destroyed Property (RLSDDP);
12. Ensure close coordination with all the units/ sections in the PSMO;
13. Create and implement a system in maintaining and securing all the documents of the inventory section in coordination with the office designated document controller;
14. Ensure the routing and securing of all pertinent documents to and from concern offices;
15. Obtain and manage customer feedback and initiate innovations to improve existing processes and procedures of the section;
16. Observe compliance with all the requirements of the Data Privacy Act of 2012 and ISO 9001:2015 Quality Management System;
17. Give utmost attention on the section’s commitment and delivery of the Strategic Priorities, and Support Functions as reflected in the Individual Performance Commitment (IPC);
18. Adopt the 7S Principles in the section; and
19. Perform other tasks as may be assigned by the higher authorities and head of PSMO.