Job Description – Inventory and Store Manager

Title of Job: Inventory and Store Manager
Department: Finance
Reports To: Finance Manager

Job Purpose

The Store Manager is responsible for overseeing the day-to-day operations of the stores, ensuring effective receipt, storage, management, issuance, and control of company inventory.

This role ensures the availability of materials, food supplies, equipment, and other operational requirements while maintaining accurate stock records, minimizing losses, and ensuring compliance with established inventory management procedures.

The position is also responsible for supervising store personnel, maintaining proper stock documentation, and ensuring efficient coordination between the Stores, Procurement, Finance, and Operations departments.

Key Responsibilities

A. Inventory and Stock Management

• Oversee the receipt, storage, issuance, and movement of all stock and materials.
• Ensure that all incoming supplies are checked against approved Local Purchase Orders (LPOs), delivery notes, and purchase specifications.
• Maintain accurate and up-to-date inventory records in the ERP system and other approved stock management tools.
• Monitor stock levels and ensure minimum and maximum stock levels are maintained.
• Conduct regular stock counts and reconcile physical stock against system balances.
• Investigate and report stock discrepancies, damages, shortages, and losses.
• Ensure proper stock rotation using FIFO (First In, First Out) and FEFO (First Expiry, First Out), where applicable.
• Monitor stock expiry dates and take appropriate measures to minimize expired or obsolete stock.

B. Receiving and Issuing of Supplies

• Ensure all goods received are properly inspected, verified, and documented before acceptance.
• Ensure stock is issued only against approved requisitions and authorized documentation.
• Maintain proper records of all stock receipts, issues, returns, and transfers.
• Ensure materials and supplies are issued to authorized personnel and departments.
• Monitor the movement of stock between different company locations and sites.
• Coordinate with Procurement on discrepancies between ordered and delivered quantities or specifications.

C. Stores Operations and Organization

• Ensure the store is properly organized, clean, secure, and maintained in good condition.
• Implement appropriate storage systems to ensure easy identification and retrieval of stock.
• Ensure proper segregation and storage of food items, chemicals, equipment, and other materials.
• Ensure temperature-sensitive and perishable items are stored under appropriate conditions.
• Monitor storage facilities and report any maintenance or security requirements.
• Ensure compliance with occupational health, safety, and food hygiene requirements.

D. Procurement Coordination

• Work closely with the Procurement Department to ensure timely replenishment of stock.
• Prepare and submit stock replenishment requests based on consumption patterns and approved stock levels.
• Provide accurate stock reports to support procurement planning and budgeting.
• Monitor fast-moving and slow-moving items and advise Management accordingly.
• Verify that delivered goods meet approved specifications and quality standards.
• Follow up on pending deliveries and communicate potential stock shortages that may affect operations.

E. Reporting and Documentation

• Prepare and submit daily, weekly, and monthly stock reports as required.
• Maintain accurate documentation for all stock transactions.
• Prepare stock variance reports and provide explanations for discrepancies.
• Maintain records of damaged, expired, obsolete, and returned stock.
• Ensure all inventory records are properly filed and readily available for audit purposes.
• Support internal and external stock audits and implement recommendations arising from audit findings.

F. Staff Supervision and Performance Management

• Supervise and allocate duties to storekeepers, stock controllers, and other stores’ personnel.
• Ensure employees adhere to established inventory management procedures and company policies.
• Monitor staff attendance, discipline, and performance.
• Provide guidance and training to store personnel on stock management procedures.
• Promote accountability, integrity, and teamwork within the Stores Department.

G. Cost Control and Loss Prevention

• Implement effective stock control measures to minimize wastage, pilferage, damage, and stock losses.
• Monitor stock consumption against operational requirements and approved budgets.
• Investigate unusual consumption patterns and report potential irregularities.
• Ensure proper accountability for all stock issued to departments and operational sites.
• Recommend improvements to inventory management processes to enhance efficiency and reduce costs.

Qualifications and Experience

• Diploma or bachelor’s degree in Procurement and Supply Chain Management, Stores Management, Logistics, Business Administration, or a related field.
• Minimum of 3–5 years’ experience in stores or inventory management, preferably in the catering, hospitality, mining, or food service industry.
• Experience managing high-volume inventory and multiple stock categories.
• Knowledge of inventory management systems and ERP platforms.
• Knowledge of stocktaking, reconciliation, and inventory control procedures.
• Experience in supervising and managing a team.

Method of Application