Store keeper

SECTION I: JOB PURPOSE

The Warehouse Keeper is responsible for accurate receiving, storage, issuing, and recording of materials, while ensuring effective stock control, proper documentation, housekeeping, and compliance with company policies and warehouse procedures.

SECTION II: KEY RESPONSIBILITIES

1. Receiving Responsibilities

• Receive materials in accordance with approved procedures and authorized documents.

• Verify all incoming shipments against official documents such as purchase orders, delivery notes, and other supporting records.

• Ensure that no materials are accepted without proper and approved documentation.

• Inspect received materials and report discrepancies, shortages, damages, or quality concerns immediately.

2. Storage Responsibilities

• Store materials in designated locations according to the approved warehouse layout.

• Ensure proper segregation of items and prevent mixing of different materials.

• Maintain correct labeling, identification, and traceability of stock.

• Apply FIFO / FEFO stock rotation methods where applicable.

3. Issuing Responsibilities

• Issue materials only against approved and authorized requests.

• Verify item codes, quantities, and condition before issuing materials.

• Prepare materials in a timely manner to support warehouse operations.

• Obtain confirmation or acknowledgment upon delivery or issue.

4. Inventory Control Responsibilities

• Support inventory accuracy through cycle counts, stock counts, and audit activities.

• Report discrepancies between physical stock and system stock to the supervisor.

• Ensure that all stock movements are properly tracked and recorded.

• Assist in maintaining accurate stock records and inventory visibility.

SECTION III: REPORTING & PERFORMANCE REVIEW

Important Reports:

• Daily Warehouse Activity Report

• Goods Receiving and Issuing Report

• Stock Count / Variance Report

• Inventory Reconciliation Report

• Damage / Shortage / Discrepancy Report

SECTION IV: KEY PERFORMANCE INDICATORS (KPIs)

Personal KPIs:

Inventory Accuracy ≥ 99%

Receiving Accuracy ≥ 99%

Issuing Accuracy ≥ 99%

ERP Transaction Accuracy ≥ 99%

Stock Count Compliance 100%

Housekeeping 100%

Safety Compliance 100%

Timely Task Completion 100%

SECTION V: AUTHORITY & DECISION MAKING

Authority:

• Receive and issue materials only against approved and authorized documents.

• Place stock in assigned warehouse locations according to the approved layout.

• Verify quantities, item codes, and documentation before system entry or filing.

• Escalate discrepancies, damages, shortages, and stock variances to the supervisor.

• The role has no authority to approve purchase orders, inventory adjustments, stock write-offs, or financial transactions.

SECTION VI: INTERNAL & EXTERNAL INTERFACES

Internal Interfaces:

External Interfaces:

• Warehouse Supervisor

• Warehouse Team

• Inventory Control Team

• Procurement Department

• Finance Department

• Operations / Subsidiary Teams

• Transport Companies • Drivers

• Service Providers involved in receiving or dispatch operations

SECTION VII: KNOWLEDGE, SKILLS & COMPETENCIES

Qualifications & Experience:

• Diploma or Bachelor in Logistics, Supply Chain Management, Business Administration, or a related field.

• 1–3 years of experience in warehouse operations, receiving, issuing, or inventory handling is preferred. Technical Competencies:

• Understanding of warehouse procedures, stock rotation, and material handling.

• Ability to use ERP systems for receiving, issuing, and stock updates.

• Basic proficiency in Microsoft Excel and document control.

• Familiarity with warehouse labels, codes, and inventory records. Behavioral Competencies:

• Attention to detail and accuracy.

• Discipline, responsibility, and integrity.

• Teamwork and cooperation.

• Good communication and follow-up skills.

• Ability to work under pressure and maintain order.

SECTION VIII: WORKING CONDITIONS & COMPLIANCE

Working Conditions:

Warehouse-based roles that may involve standing, walking, lifting, and handling materials during daily operations. The role may require shift work, overtime, or support during peak operational periods.

Compliance:

• Follow company policies, SOPs, warehouse procedures, and delegated authority requirements.

• Maintain accurate and auditable warehouse records.

• Report incidents, damages, shortages, and operational exceptions promptly.

• Comply with warehouse safety requirements and use PPE as required.