Stores Officer

Job Purpose

This role is responsible for managing the day-to-day activities of stores under the Authority. The role is operational and provides support to the management team with information to ensure prudent use of stores items and enhances effective procurement and budgeting of stores. In managing the stores, the job holder will ensure that all stores are appropriately accounted for and protected from damage and thefts. The job holder will also work closely with the Procurement Unit and the Human Resource and Administration Departments in the execution of the role to ensure that stores policies and procedures are adhered to. It is expected that the job holder will use the most current stores procedures and inventory accounting standards in the execution of duties.

Reporting directly to the Senior Accountant – Expenditure, the role will assist in establishing the stores and procurement strategy for the optimal operations of the Authority.

Key Responsibilities

The key responsibilities are as follows:

·Receives stocks from vendors through the Procurement Unit, inspects supplies and accepts or rejects them depending on quality and specification given to ensure compliance to the procurement guidelines.

·Designs and implements processes and procedures for receiving goods from suppliers and how these will be distributed to the user departments.

·Checks on all updates to the Stores register and ensure reconciliation of the Stores Register to physical stock.

·Consolidates daily activities, monitors and reports on all issues in the stores to review, establish and advise on stock levels for timely replenishment of the same.

·Supervises the Stores Clerk to ensure stores items are accurately receipted, verified and recorded to facilitate accountability and safe storage.

·Oversees the effective retrieval and issuance of stored goods to user departments

·Supervises and undertakes effective maintenance of an up-to-date Stock record to facilitate decision making.

·Prepares regular reports on obsolete, redundant, scrap, expired, shortages and surplus goods for decision making to superior.

·Initiates and oversees the monthly stock verification exercises and submits the Store report for any variances.

Knowledge, Skills, Qualifications and Experience

·Grade twelve (12) School certificate with 5 ‘O’ levels with credits or better including English Language and Mathematics

·Degree in Purchasing and Supply or equivalent

·Must be a member of the Zambia Institute of Purchasing and Supply

·Must have worked in similar role for at least 3 years

Competencies required for this Role

·Must have good analytical and processing skills.

·Must be detail oriented and highly organized.

·Must have good written and effective communication skills

·Must be an effective communicator with good writing skills

·Must have good working knowledge of office applications such as Word, Excel, Power Point and many other relevant applications.