Background information about the job or company (e.g., role context, company overview)

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.

Responsibilities or duties

Inventory and Stock Management

• Maintain accurate inventory records and ensure timely system posting of all stock receipts, issues, and transfers.
• Monitor stock levels and initiate replenishment requests to maintain adequate inventory.
• Conduct weekly, monthly, and quarterly stock counts and reconciliations.
• Reconcile physical stock with system records and investigate any stock variances.
• Process and monitor stock returns from customers, and internal departments.
• Verify returned stock quantities and conditions before re-entry into the system or warehouse.
• Manage the issuance and tracking of non-stock items and consumables to departments and users.
• Ensure all stock and non-stock item movements are properly authorized and documented.
• Maintain an updated bin cards daily.

Dispatch and Delivery Controls

• Monitor stock issued for sale but pending delivery to customers.
• Maintain a register/report of all stock issued but not yet delivered or acknowledged by the receiving party.
• Follow up on outstanding deliveries and ensure signed Delivery Notes (DNs) are returned promptly.
• Reconcile dispatched stock against delivery confirmations and system records.
• Escalate long outstanding or unconfirmed deliveries to the Stock Controller and copy in Business Analyst, CFO and COO -Business for investigation.
• Ensure all dispatches are supported by approved invoices, delivery notes, and authorization documents.
• Coordinate with logistics and sales teams to ensure timely and accurate delivery of stock.

Warehouse Operations

• Ensure the warehouse is clean, organized, secure, and free from obstructions.
• Coordinate loading and offloading activities to support efficient warehouse operations.
• Ensure proper stock rotation using FIFO/FEFO principles.

Documentation and Reporting

• Prepare and process Goods Receipt Notes (GRNs), Delivery Notes (DNs), Purchase Requisitions (PRs), and related inventory documentation accurately and on time.
• Maintain daily stock movement and transfer reports.
• Prepare monthly inventory reconciliation and stock variance reports.
• Maintain inventory reports for consumables and packaging materials.
• Follow up on inventory claims and ensure timely processing of credit notes.

Internal Controls and Compliance

• Participate in periodic stock audits and spot checks.
• Ensure compliance with company policies, warehouse procedures, and health and safety standards.
• Report any stock discrepancies, damages, or irregularities promptly.

Team Coordination

• Work closely with warehouse, logistics, finance, and sales teams to support smooth inventory operations.
• Contribute to maintaining a productive, organized, and accountable warehouse environment.

Qualifications or requirements (e.g., education, skills)

Qualifications and Experience

• Diploma or Degree in Supply Chain Management, Logistics, Stores Management, Business Administration, or a related field.
• Minimum of 3 years’ experience in stores or warehouse management.
• Experience working with SAGE inventory management systems and stock controls.
• Proficiency in Microsoft Excel and report writing.

Skills and Competencies

• Strong attention to detail and accuracy.
• Good organizational and record-keeping skills.
• Ability to investigate and resolve stock variances.
• Strong communication and teamwork skills.
• Ability to work under pressure and meet deadlines.
• High level of integrity and accountability.

• Maintain accurate inventory records and ensure timely system posting of all stock receipts, issues, and transfers.
• Monitor stock levels and initiate replenishment requests to maintain adequate inventory.
• Conduct weekly, monthly, and quarterly stock counts and reconciliations.
• Reconcile physical stock with system records and investigate any stock variances.
• Process and monitor stock returns from customers, and internal departments.
• Verify returned stock quantities and conditions before re-entry into the system or warehouse.
• Manage the issuance and tracking of non-stock items and consumables to departments and users.
• Ensure all stock and non-stock item movements are properly authorized and documented.
• Maintain an updated bin cards daily.
• Monitor stock issued for sale but pending delivery to customers.
• Maintain a register/report of all stock issued but not yet delivered or acknowledged by the receiving party.
• Follow up on outstanding deliveries and ensure signed Delivery Notes (DNs) are returned promptly.
• Reconcile dispatched stock against delivery confirmations and system records.
• Escalate long outstanding or unconfirmed deliveries to the Stock Controller and copy in Business Analyst, CFO and COO -Business for investigation.
• Ensure all dispatches are supported by approved invoices, delivery notes, and authorization documents.
• Coordinate with logistics and sales teams to ensure timely and accurate delivery of stock.
• Ensure the warehouse is clean, organized, secure, and free from obstructions.
• Coordinate loading and offloading activities to support efficient warehouse operations.
• Ensure proper stock rotation using FIFO/FEFO principles.
• Prepare and process Goods Receipt Notes (GRNs), Delivery Notes (DNs), Purchase Requisitions (PRs), and related inventory documentation accurately and on time.
• Maintain daily stock movement and transfer reports.
• Prepare monthly inventory reconciliation and stock variance reports.
• Maintain inventory reports for consumables and packaging materials.
• Follow up on inventory claims and ensure timely processing of credit notes.
• Participate in periodic stock audits and spot checks.
• Ensure compliance with company policies, warehouse procedures, and health and safety standards.
• Report any stock discrepancies, damages, or irregularities promptly.
• Work closely with warehouse, logistics, finance, and sales teams to support smooth inventory operations.
• Contribute to maintaining a productive, organized, and accountable warehouse environment.

• Strong attention to detail and accuracy.
• Good organizational and record-keeping skills.
• Ability to investigate and resolve stock variances.
• Strong communication and teamwork skills.
• Ability to work under pressure and meet deadlines.
• High level of integrity and accountability.

• Diploma or Degree in Supply Chain Management, Logistics, Stores Management, Business Administration, or a related field.
• Minimum of 3 years’ experience in stores or warehouse management.
• Experience working with SAGE inventory management systems and stock controls.
• Proficiency in Microsoft Excel and report writing.