1. Purpose of the Role

To manage the receiving, counting, safeguarding, issuing and disposal of stock items to and from the warehouse ensuring that functional, Business requirements are met.

2. Key Responsibilities

2.1. Operational Management

- Ensure the receiving, issuing and disposal of stores stock is undertaken in accordance with Company procedures at all times.

- Ensure correct and timely capturing of delivery notes and requisitions by the stores assistant(s).

- Process all new stock take ons and ensure that bins are allocated for these new stores.

- Establish and manage systems to monitor the stock and inventory in the store at all times including current stock levels.

- Ensure minimum and maximum stock thresholds are maintained at all times.

- Initiate the ordering of replacement stock when minimum stock levels have been reached.

- Ensure that inventory is organised to facilitate accessibility and safety for those working in the store.

- Plan and manage regular stock takes to ensure reconciliation between records and actuals.

- Interact regularly with Business stakeholders to implement optimal inventory levels to balance service levels and the inventory cost to the Company.

- Plan and manage the periodic physical counting programme to satisfy internal control requirements.

- Conduct regular spot checks and ensure that system and actual stock levels balance.

- Communicate occurrences of failures, theft and losses and participate in investigations and actions to prevent reoccurrence.

- Proactively identify and report on overstocking, under-stocking or out of stock scenarios and resolve promptly.

- Continuously improve processes to increase

stores efficiency and reduce cost.

- Prepare and provide monthly inventory reports

as deemed required by management.

- Provide a full report on all stock outs on a weekly

basis.

- Maintain the protective clothing file and ensure

that all items issued to personnel are recorded.

- Manage slow moving stock to prevent excessive

stock levels.

- Ensure that no stock is booked out of the relevant

store without the correct authority.

2.2. Cost and Spending Control

- Control the cost of stores inventory.

- Monitor where the inventory is being issued to and how

much each department is spending.

2.3. Safety and Security

- Manage the systems for safeguarding the stock in the stores at

all times by ensuring that there are adequate security systems in

place.

- Enforce health and safety rules at all times.

- Provide training to staff on proper practice within the store.

- Ensure proper housekeeping at all times.

- Ensure all material safety data sheets are maintained according

to health and safety standards.

- Ensure health and safety compliance at all times.

2.4. Team Supervision

- Ensure that the stores assistant(s) render(s) a professional

service to all end users.

- Update and communicate key performance indicators, best

practices as well as current performance to the store team and

key parties.

- Supervise the activities of the team to ensure key

performance targets are met.

- Coach and support team members where necessary to achieve

individual and operational objectives.

- Manage leave and general time management issues in line

with Company policy.

- Authorise all time sheets and attendance registers on a daily basis.

- Authorise leave application forms and submit them to the

relevant clerk when necessary.

- Implement training and development plans for the team as

agreed with the Project Manager.

- Conduct regular performance appraisals with subordinates and

ensure that the process is cascaded throughout the stores team.

2.5. Effective Teamwork and Self-Management

- Take ownership and accountability for tasks and activities and

demonstrate effective self-management in terms of planning and

prioritising, and self- development.

- Follow through to ensure that quality and productivity standards

of work are consistently and accurately maintained.

- Inform relevant parties in the event of tasks or deadlines not met,

the potential risks thereof and provide appropriate resolution.

- Manage colleagues’ expectations and communicate appropriately.

- Demonstrate willingness to help others and “go the extra mile” to

meet team targets and objectives.

- Organizational awareness

3. Attributes

- Logical

- Compliance focused

- Tolerant of stress and pressure

- Attention to detail

- Deadline driven

QUALIFICATION AND

EXPERIENCE

- Diploma or at least one year certificate in Warehouse Management

- 3 years relevant experience in a stores or warehouse environment

Skills

• Proficient in inventory management systems and software.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management abilities.
• Effective communication skills, both written and verbal.
• Knowledge of supply chain management and logistics.
• Ability to work with cross-functional teams.
• Familiarity with data analysis and reporting tools.
• Attention to detail and accuracy in inventory tracking.