The Store Officer is responsible for managing all stock within the warehouse, ensuring accuracy, organization, and timely supply of materials. This role requires multitasking, professionalism, and the ability to collaborate effectively with team members. Key responsibilities include maintaining stock records, conducting regular inventory checks, and implementing inventory controls to meet organizational needs.
\nKey Responsibilities
\nInventory and Stock Management<\/p>\n
Maintain accurate inventory records and ensure timely system posting of all stock receipts, issues, and transfers.
\nMonitor stock levels and initiate replenishment requests to maintain adequate inventory.
\nConduct weekly, monthly, and quarterly stock counts and reconciliations.
\nReconcile physical stock with system records and investigate any stock variances.
\nProcess and monitor stock returns from customers, and internal departments.
\nVerify returned stock quantities and conditions before re-entry into the system or warehouse.
\nManage the issuance and tracking of non-stock items and consumables to departments and users.
\nEnsure all stock and non-stock item movements are properly authorized and documented.
\nMaintain an updated bin cards daily.<\/p>\n
Dispatch and Delivery Controls<\/p>\n
Monitor stock issued for sale but pending delivery to customers.
\nMaintain a register\/report of all stock issued but not yet delivered or acknowledged by the receiving party.
\nFollow up on outstanding deliveries and ensure signed Delivery Notes (DNs) are returned promptly.
\nReconcile dispatched stock against delivery confirmations and system records.
\nEscalate long outstanding or unconfirmed deliveries to the Stock Controller and copy in Business Analyst, CFO and COO -Business for investigation.
\nEnsure all dispatches are supported by approved invoices, delivery notes, and authorization documents.
\nCoordinate with logistics and sales teams to ensure timely and accurate delivery of stock.<\/p>\n
Warehouse Operations<\/p>\n
Ensure the warehouse is clean, organized, secure, and free from obstructions.
\nCoordinate loading and offloading activities to support efficient warehouse operations.
\nEnsure proper stock rotation using FIFO\/FEFO principles.<\/p>\n
Documentation and Reporting<\/p>\n
Prepare and process Goods Receipt Notes (GRNs), Delivery Notes (DNs), Purchase Requisitions (PRs), and related inventory documentation accurately and on time.
\nMaintain daily stock movement and transfer reports.
\nPrepare monthly inventory reconciliation and stock variance reports.
\nMaintain inventory reports for consumables and packaging materials.
\nFollow up on inventory claims and ensure timely processing of credit notes.<\/p>\n
Internal Controls and Compliance<\/p>\n
Participate in periodic stock audits and spot checks.
\nEnsure compliance with company policies, warehouse procedures, and health and safety standards.
\nReport any stock discrepancies, damages, or irregularities promptly.<\/p>\n
Team Coordination<\/p>\n
Work closely with warehouse, logistics, finance, and sales teams to support smooth inventory operations.
\nContribute to maintaining a productive, organized, and accountable warehouse environment.<\/p>\n
Qualifications and Experience<\/p>\n
Diploma or Degree in Supply Chain Management, Logistics, Stores Management, Business Administration, or a related field.
\nMinimum of 3 years\u2019 experience in stores or warehouse management.
\nExperience working with SAGE inventory management systems and stock controls.
\nProficiency in Microsoft Excel and report writing.<\/p>\n
Skills and Competencies<\/p>\n
Strong attention to detail and accuracy.
\nGood organizational and record-keeping skills.
\nAbility to investigate and resolve stock variances.
\nStrong communication and teamwork skills.
\nAbility to work under pressure and meet deadlines.
\nHigh level of integrity and accountability.<\/p>\n
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