Key Responsibilities
Receiving of Goods:
Receive goods from suppliers, warehouses, and other branches.
Count and inspect all goods received before accepting them.
Verify goods against invoices, waybills, purchase orders, and transfer documents.
Report shortages, excesses, damages, or wrong items immediately.
Ensure received goods are properly documented and entered into the appropriate stock records.
Stock Arrangement and Storage:
Arrange stock properly according to product type, size, colour, model, and specification.
Ensure the warehouse is clean, organized, and safe.
Ensure fast-moving and fragile items are stored appropriately.
Maintain proper identification and labelling of stock.
Prevent unnecessary damage, breakage, or deterioration of goods.
Stock Issuing and Movement:
Release goods only upon receipt of properly authorized documentation.
Verify items and quantities before goods leave the warehouse.
Record all stock issued, transferred, returned, or received.
Ensure inter-branch transfers are properly documented and acknowledged.
Work closely with the Sales, Logistics, Inventory, and Accounts teams to ensure accurate stock movement.
Stock Counting and Reconciliation
Conduct daily, weekly, and monthly stock counts as directed by management.
Compare physical stock with system and stock-book records.
Investigate and report discrepancies immediately.
Participate in periodic stocktaking and audit exercises.
Maintain accurate stock balances for all products.
Stock Control:
Monitor stock levels and notify management of low-stock or excess-stock situations.
Identify slow-moving, damaged, obsolete, or dead stock.
Ensure no unauthorized person removes or handles company stock.
Monitor stock movement to minimize losses, theft, and wastage.
Maintain proper control over keys and access to the stock area where applicable.
Documentation and Record Keeping:
Maintain accurate stock books, bin cards, waybills, goods received notes, transfer documents, and other stock records.
Ensure all stock transactions are recorded promptly.
File stock documents properly for easy retrieval and audit purposes.
Ensure stock records are not altered or manipulated without proper authorization.
Coordination with Other Departments:
Work closely with Sales to confirm availability of products.
Coordinate with Logistics during loading, delivery, and inter-branch transfers.
Liaise with Procurement regarding incoming stock and expected deliveries.
Work with Accounts on stock-related documentation and reconciliation.
Report stock issues to the Branch Manager or designated supervisor.
Loading and Offloading:
Supervise the counting and checking of goods during loading and offloading.
Ensure the driver or relevant representative is present during loading and delivery handover.
Confirm that the quantity loaded corresponds with the approved documentation.
Report any discrepancy or damage immediately.
Reporting:
Submit daily or periodic stock reports as required.
Report stock shortages, excesses, damages, and discrepancies.
Provide updates on stock availability and warehouse conditions.
Escalate suspected theft, fraud, unauthorized stock movement, or negligence immediately.
Key Performance Indicators (KPIs)
Accuracy of physical stock against records.
Reduction in stock shortages and unexplained variances.
Proper documentation of all stock movements.
Accuracy of goods received and issued.
Proper warehouse organization and cleanliness.
Reduction in damaged and missing goods.
Timely completion of stock counts and reconciliation.
Compliance with stock control procedures.
Timely submission of stock reports.
Zero unauthorized release or movement of company goods.
Required Qualifications and Skills
Minimum of OND / HND / Bachelor's Degree in Inventory Management, Supply Chain Management, Business Administration, Accounting, or a related field.
Previous experience in stock control, warehouse operations, inventory, or building materials/sanitary ware is an advantage.
Good numerical and record-keeping skills.
Strong attention to detail.
Ability to identify stock discrepancies.
Basic computer and inventory software skills.
Good communication and organizational skills.
Ability to work under pressure and meet deadlines.
Personal Attributes:
The Stock Officer must be honest, accountable, organized, observant, physically fit, detail-oriented, and disciplined. The officer must demonstrate a high level of integrity because the position involves direct responsibility for company stock and stock records.
Authority and Accountability:
The Stock Officer is accountable for the accuracy, safety, and proper documentation of stock under their custody. No goods should be released, transferred, or removed without proper authorization and documentation.
Any negligence, unauthorized release of goods, falsification of stock records, concealment of discrepancies, or failure to report stock losses may result in disciplinary action in accordance with company policy.