Stores Controller (Fixed Term), Mmabatho Unit 4

Purpose of Role

To receive, pick, pack and dispatch all stock as received from suppliers/vendors and requested from end-user, to contribute towards the efficient operation of the materials supply function within the designated stores environment, while maintaining stock integrity through adherence to quality and safety standards.

Role Context

Warehouse Function Execution

• Receive, pick, pack and dispatch stock as per the standard operating procedures (SOPs), to ensure timely delivery of materials to end-users.
• Conduct visual inspection of stock received, to inform the Warehouse Supervisor of any discrepancies.
• Receive, verify and record stock received from suppliers, by checking is the order and pricing are correct, so as to ensure the accuracy of the delivery received.
• Locate and label the stock with the corresponding bin and product number, to ensure easy product identification and movement tracking.
• Apply correct procedures for issuing emergency and after-hours orders, by adhering to the SOPs, standards and guidelines, to fulfil urgent stock requests.
• Notify customers once their order is ready so as to arrange the swift deliver and/or pick-up of the required stock.
• Apply correct procedures for issuing emergency and after-hours orders, following established guidelines and protocols.
• Participate in regular stock counts, including monthly cycle, mid-year, and year-end audits, in collaboration with the Stores Receiving Clerk, to reconcile system records with physical stock on hand and minimise discrepancies.
• Input data into the data management systems (i.e., X3 Sage, QWIX) upon receival, to maintain up-to-date inventory records and facilitate efficient materials management.
• Verify the quality, condition, and correctness of all stock orders received and dispatched, to ensure adherence to the established administrative standards and quality control measures.

Warehouse Housekeeping

• Maintain high levels of housekeeping and bin allocations within the designated stores environment, to ensure an orderly and clean work environment.
• Maintain a high level of security, including safekeeping of material quality and quantity, and monitor proper utilization of machinery and equipment, to contribute toward the development of a safe and secure warehouse environment.
• Undertake good housekeeping practices within the designated warehouse areas, to minimise stock losses and maintain high levels of stock integrity.

Resource Management

• Determine resource needs within own area of responsibility to achieve individual role outcomes.
• Request required assets and resources for the fulfilment of work duties to attain quality work outputs.
• Use assets and resources optimally within own area of responsibility.

Stakeholder Relations

• Engage with all relevant Departments on issues of the area of specialisation, as directed by the Warehouse Supervisor.
• Communicate with internal and/or external stakeholders, where required, to achieve work objectives and to maintain relationships.
• Understand and monitor the interaction between stores and customers/end users, prioritising good customer service to meet production unit requirements.
• Address queries relating to stock order, as received from key stakeholders, to inform them of the latest developments, referring more complex queries to the Stores Receiving Clerk and/or Warehouse Supervisor.
• Work collaboratively with other storemen and team members to meet departmental goals and objectives.
• Communicate effectively with Warehouse Supervisor and fellow colleagues, to address issues, share information, and coordinate activities as needed.