Inilah Prosedur Pengadaan Peralatan Kantor Barang Habis Pakai dan Tidak Habis Pakai

Pengadaan perlengkapan kantor bertujuan untuk menyediakan kebutuhan kantor yang mana untuk menunjang pelaksanaan pekerjaan kantor. Pengadaan dilaksanakan dengan berbagai cara sesuai dengan kebijaksanaan dan kebutuhan institusi atau perusahaan itu sendiri. Faktor yang menyebabkan adanya perbedaan metode atau prosedur pengadaan adalah adanya perbedaan kebutuhan dan perbedaan jenis pekerjaan atau usaha yang bergerak di kantor tersebut. Contohnya, jika rumah sakit maka yang dibutuhkan adalah obat dan alat kesehatan (alkes), dan jika satuan kerja perangkat daerah (SKPD) maka yang dibutuhkan adalah alat tulis kantor (ATK), komputer, dan lain sebagainya.

Hal pertama yang perlu dilakukan oleh pagwai dalam kegiatan pengadaan adalah mengikuti prosedur pengelolaan perbekalan, yang biasanya memerlukan pertimbangan mengenai jenis-jenis perabot, peralatan dan perlengkapan kantor. Setelah itu yang perlu dilakukan para pegawai adalah menentukan jenis, kualitas dan kuantitas perlengkapan yang diperlukan. Selanjutnya bagian General Affairs (GA) menyediakan dan menggunakan perlengkapan kantor dalam kegiatan operasional. Seorang GA menyediakan perbekalan sesuai dengan anggaran yang berlaku.

Tahapan yang tidak kalah penting adalah penyimpanan dan pemeliharaan peralatan kantor. GA harus memastikan pengumpulan dan pengolahan data perbekalan kantor dilakukan secara benar. Jika terdapat peralatan atau perlengkapan kantor yang sudah tidak dapat digunakan, maka yang dilakukan GA adalah menghapus data perlengkapan tersebut.

Baca juga: Pengelolaan Sarana dan Prasarana Kantor
                   Pengadaan Alat Tulis Kantor (ATK) dengan Swakelola

Prosedur Pengadaan Peralatan Kantor


Setiap instansi baik pemerintah maupun swasta memiliki prosedur pengadaan peralatan kantor yang berbeda, perbedaan ini bisa saja disebabkan oleh beberapa hal, misalnya budaya kantor, kebutuhan akan peralatan, tingkat kompetensi pegawai, juga perbedaan jenis usaha. Namun secara umum pengadaan peralatan kantor dapat dilakukan dengan cara berikut ini:

  1. Mengajukan surat permohonan ke gudang yang berisi peralatan kantor apa saja yang dibutuhkan.
  2. Petugas gudang memeriksa stock barang di gudang.
  3. Jika tersedia barangnya, maka diberikan dengan dengan bon pengeluaran.
  4. Jika tidak tersedia, petugas gudang memberikan nomor pada surat permohonan dari buku induk.
  5. Surat permohonan diserahkan kepada bendahara, lalu bendahara mengecek antara permohonan dan ketersedian biaya.
  6. Bendahara meminta persetujuan pimpinan.
  7. Bagian logistik melakukan pembelian dengan persetujuan pimpinan.
  8. Barang yang sudah dibeli dan telah sampai kemudian diperiksa apakah sudah sesuai dengan spesifikasi, kualitas dan kuantitas yang dibutuhkan.
  9. Barang diserahterimakan dengan menggunakan buku serah terima barang.
  10. Petugas gudang melakukan kegiatan pencatatan atau administrasi, kemudian disimpan di gudang untuk didistribusikan jika ada yang membutuhkan.

Pengadaan barang habis pakai dan tidak habis pakai

Barang habis pakai dan tidak habis pakai harus selalu tersedia di lingkungan kantor. Barang habis pakai adalah peralatan kebutuhan kantor yang sebentar masa pakainya semisal, alat tulis kantor, aneka kertas, lem dan lain sebagainya. Sedangkan barang tidak habis pakai adalah barang keperluan kantor yang dapat dipergunakan dalam jangka waktu yang lama, contohnya seperti peralatan komputer, telepon, mesin fotokopi, printer dan peralatan mesin lainnya.

Barang habis pakai direncanakan dengan urutan sebagai berikut:

  1. Menyusun daftar perlengkapan barang habis pakai yang disesuaikan dengan kebutuhan dari rencana kegiatan.
  2. Menyusun perkiraan biaya yang diperlukan untuk pengadaan barang habis pakai tersebut tiap bulannya.
  3. Menyusun rencana pengadaan barang habis pakai tersebut menjadi rencana triwulan dan kemudian menjadi rencana tahunan.

Sedangkan perencanaan dan prosedur pengadaan barang tidak habis pakai adalah sebagai berikut:

  1. Menyusun analisis dan menganalisis keperluan perlengkapan barang tidak habis pakai sesuai dengan rencana kegiatan serta dengan memperhatikan barang yang masih layak untuk dipakai.
  2. Melakukan perkiraan biaya yang akan dikeluarkan untuk kebutuhan pembelian barang tidak habis pakai sesuai dengan standar yang telah ditetapkan.
  3. Menetapkan skala prioritas peralatan kantor berdasarkan dana, urgensi kebutuhan dan menyusun rencana pengadaan tahunan.

Selain perencanaan pengadaan peralatan kantor diatas, ada tiga hal yang perlu diperhatikan oleh General Affairs (GA) dalam pengadaan peralatan kantor, yakni sebagai berikut:

a.  Penyimpanan
Penyimpanan perlatan kantor atau arsip kantor perlu diperhatikan karena dengan penyimpanan yang baik maka efektifitas kerja dapat ditingkatkan dan dapat menghemat tempat penyimpanan. Dalam kegiatan penyimpanan harus memperhatikan hal-hal berikut ini:

  • Persediaan alat-alat pemelihara dan lokasi penyimapanan.
  • Barang yang akan disimpan harus memenuhi syarat penyimpanan.
  • Memperhatikan sifat barang yang disimpan.
  • Memperhatikan jangka waktu penyimpanan.
  • Memperhatikan tenaga yang diperlukan dan biaya yang harus dikeluarkan.

b. Pemeliharaan
Pemeliharaan peralatan kantor merupakan kegiatan terjadwal dengan tujuan agar setiap barang tetap dalam kondisi baik sehingga jika diperlukan, kondisi barang tersebut masih dalam keadaan yang baik untuk digunakan.

c. Pengadminstrasian
Administrasi perlengkapan dan perlatan kantor dimulai dengan mencatat secara teratur tiap-tiap barang. Hal ini dilakukan untuk mendata setiap barang yang dimiliki oleh suatu kantor. Selain pencaatatan atau pendataan kegiatan administrasi perlengkapan yang lain adalah kegiatan penghapusan atau penyusutan.

Dengan memperhatikan ketiga hal tersebut dapat membuat peralatan kantor yang sudah dibeli menjadi lebih tahan lama karena penyimpanan yang benar, umur masa pakai barang juga semakin panjang karena pemeliharaan barang lebih terjaga. Selain itu, peralatan kantor juga tercatat dengan baik karena administrasi perlengkapan dilakukan dengan baik.

Berdasarkan prosedur pengadaan peralatan kantor di atas seharusnya pegawai administrasi kantor sudah dapat memperkirakan kapan seharusnya membeli kebutuhan peralatan untuk kantor.

Proven Methods for Achieving Employee Satisfaction

Recent research has revealed that 55.6% of workers in the UK are currently unhappy with their jobs. While this mayProven Methods for Achieving Employee Satisfaction not surprise most people, what is shocking is a 2017 Express report showing that “UK workers have one of the lowest levels of job satisfaction in the world.” Although it may be easy for employers to ignore statistics like these, it is important that they take notice. Why? Worldwide research has shown that job satisfaction is a major factor in job performance. These facts show that more of an effort must be placed on making workers happy.

While it can be easy to focus solely on training your procurement department, it is also crucial to monitor their motivation and overall job satisfaction. Explore three proven methods for helping ensure that your employees are satisfied with their current roles.

Mental and spiritual well-being

As mentioned previously, studies have confirmed that job satisfaction increases overall work performance. One of the biggest areas that can cause a disruption to job satisfaction is an employee’s mental and spiritual well-being. One report at Harvard examined the link between employee mental health and job performance. They found that “although these disorders may cause absenteeism, the biggest impact is in lost productivity.” Additionally, one cited study showed that of the most expensive (to employers) health conditions, “depression ranked first, and anxiety ranked fifth.” Therefore, to improve job satisfaction and performance related to mental and spiritual well-being, it is essential for employers to provide proper resources for healing and treatment.

Feelings of making a difference

Research published with the University of Kent is clear in its findings: workers want to feel as though they are making a difference. Helping others, having goals, and being given positive feedback are all part of what researchers found to be important to employees in nearly every industry. This sentiment is also reflected by workers in other parts of the world. For example, the American Psychological Association reported that “workers who feel a higher calling to their jobs are among the most content.” Engaging your staff, and highlighting their purpose in the organisation are essential for job satisfaction.

Overall work environment

Another important contributor to job motivation and satisfaction is an employee’s overall work environment. Included in the category of the “work environment” are factors such as support from co-workers and management, opportunities for growth, and the overall organisational culture. Studies have correlated satisfaction or dissatisfaction with work environment to overall productivity and motivation. Keeping a positive working environment is key in motivating employees to achieve their best.

Although research hasn’t yet uncovered all of the secrets to job satisfaction and motivation, it is getting very close to finding the best ways to achieve these goals. Placing a focus on employee mental health and spiritual well-being, helping workers feel a sense of purpose, and creating a positive work environment are all exceptional ways to make your procurement department as happy and efficient as possible.

How To Recruit Business Transforming Talent

Automation may be revolutionizing the global economy, but ultimately it�s people, and their ability to create, innovate, solve problems and deal with other people, that will make or break your business. Training employees and making them feel satisfied at work is critical, but you need to go beyond this by bringing in new employees who can truly transform your business with their talent.

How To Recruit Business Transforming Talent

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Yet with nearly 75 percent of businesses reporting difficulties in finding the right people to hire, recruiting this kind of talent is clearly easier said than done. Yet if you take the right approach and focus on the right aspects of recruiting, finding that perfect person doesn�t need to be so hard.

Here�s what you should focus on so that you can recruit transformative talent.

Be a Proactive Recruiter and Find the right Talent

The first thing you must realize when recruiting is that your target group is likely much larger than you think it is. While official unemployment statistics suggest there are not many people out there looking for work, this simply isn�t true. Today�s culture of career advancement means that most people, even when they are already employed, are still looking for new opportunities.

In fact, a study by Recruitment International suggests that around 70 percent of workers consider themselves passive job seekers. This means that while they might not spend hours and hours combing through job boards, they would apply for the right position if it came along. So what does this mean for you? Well, it means that while transformative talent may already be employed, you still have a shot.

Make sure you�re active on social media by maintaining a presence on LinkedIn, Facebook and/or Twitter. Furthermore, consider working with a recruiting agency. They have extensive networks and marketing channels to help your job postings get in front of the right people. The key here is to not limit yourself. Top-notch people are out there, but you need to make it your mission to find them.

Develop an Exciting Employer Brand

Just as you compete with other companies for customers, you also compete with them for employees. As such, you need to make sure you do something to stand out, and building an exciting employer brand is the way to do it.

Your employer brand is based around what makes working for your company unique. Highly-qualified, transformative individuals are not looking for just �any old job.� Instead, they�re looking for an opportunity to put these talents to good use. It�s your job to convince them your company is the place to do it.

A Crash Course in Building Your Employer Brand

Consider what makes your company special. It might be your relaxed work environment, your commitment to social action or your exciting ownership structure. But whatever it is, you need to make sure this pops out at every touch point.

If you�re posting to social media, ensure your content reflects your employer brand. And always include descriptions of company culture on your job postings, as your company culture is essentially the physical manifestation of your employer brand.

The key here is consistency. If job seekers continuously associate your company with positive work experiences, then they�ll be more likely to apply when a position does open up that meets their needs and expectations. For a more detailed look at what it takes to build an employer brand, check out this resource.

Create an Exceptional Candidate Experience

To narrow your candidate pool, it�s important to learn as much as you can about people. But if that pool is small to begin with, it�s less likely for a truly high-class individual to be in that group. Enhancing your candidate experience, i.e. making it easy and comfortable for people to apply, will increase the number of applications you receive and improve your chances of finding and hiring transformative talent.

And this isn�t just HR hogwash. It has a real impact on your recruiting efforts. For example, around 60 percent of job seekers are lost in the application process, and 70 percent of people share bad experiences with friends and coworkers, and this can cause people to shy away from applying for your positions.

Beyond a resume and cover letter, don�t ask for more than just a few questions. And always notify people when they haven�t been chosen, especially if they�ve been called in for an interview. Audit your candidate experience and optimize your application process to expand your candidate pool and increase the likelihood of finding someone transformative.

Offer Employees Something More

Millennials are now the largest segment of the workforce, and while they still value salary and advancement when looking for a job, they are also interested in other things, such as flexibility, a company-commitment to a cause and competitive benefits.

As a result, to attract transformative talent, you need to offer people something more than just a bigger salary. Benefits packages are a great way to do this as people always love perks.

To create a

benefits package better than your competitors� but that�s also affordable, consider working with a Professional Employer Organization (PEO). They can help you come up with industry-leading solutions that will stand out and attract qualified individuals. And this is often much more cost-effective than simply offering people larger paychecks. Flexible work hours, telecommuting options, flexible or unlimited PTO, and gym memberships, etc. are all options, too. But most importantly, analyze what your competitors offer so that you can convince people to choose you over them.

If You Build It, They Will Come

Okay, it takes a bit more than this. But the idea is that if you work to improve the way you market jobs and interact with job seekers, and if you spend time improving what you can offer them, then you�ll see more response to your job postings. And a larger candidate pool means it�s more likely you�ll find and secure truly transformative talent.

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About the Author: Jock Plock is the founder of digitalexits.com, an online brokerage service specializing in the buying/selling and appraisal of websites and other e-businesses. Throughout his careers, he has bought, built and sold several successful online companies, and now he specializes in helping other entrepreneurs succeed. As a result, he writes frequently about his experiences and has been featured in publications such as Forbes, Business Insider, Entrepreneur and CNBC.