Stores Supervisor At Bollard Consulting Limited Bollard Consulting Limited
full-time
Scope of Work:
Daily supervision, execution management, and people performance ownership for all stores, dispatch, and production operations. The Supervisor ensures that the policies, standards, and plans set by the Manager are implemented correctly, accurately, and on time every day, without exception. Beyond operational execution, the Supervisor owns the full performance cycle for all direct reports from setting KPIs and goals at the start of each cycle, through to conducting formal appraisals at the close and is personally accountable for the development, conduct, and performance of every person under direct supervision.
JOB PURPOSE
To ensure that all stores, dispatch, and production activities are executed accurately and on time through direct, hands-on supervision of the operational team, while owning the full performance management cycle for all direct reports and enforcing all stores policies and standard operating procedures across the department. The Stores Supervisor owns daily execution from morning briefing to end-of-day reporting and is personally accountable for stock removal accuracy, dispatch integrity, production quality, bin card compliance, stock take planning, sample and gifts management, SOP compliance, and the structured development, goal setting, and formal appraisal of every person under direct supervision.
MAIN DUTIES AND RESPONSIBILITIES
Daily Task Assignment & Team Briefing
Receive all incoming orders each morning and assign them to the correct team members based on order priority, staff skills, and availability ensuring no team member is idle and all work is covered.
Conduct a structured morning briefing with the full team each day: communicate the day's order priorities, production jobs, any special instructions from the Manager, and safety or compliance reminders.
Prepare and issue production job cards for all conversion orders, ensuring each card specifies the correct client, product, quantity, specifications, and target completion time before the team begins.
Monitor workload throughout the day, reallocating team members when bottlenecks arise or priorities shift, ensuring all commitments remain achievable.
Stock Removal Accuracy & Dispatch Verification
Verify every order removal personally before it leaves the shelves; confirming the correct product, correct quantity, and correct variant against the authorized Delivery Note and Sales Order.
Conduct pre-dispatch verification for every outgoing order: physically counter-check items staged in the dispatch yard against the Delivery Note and Sales Invoice before authorizing loading.
Enforce the dispatch schedule: all confirmed orders must be picked, verified, and staged at least 20 minutes before the scheduled departure time.
Communicate immediately with the Stores & Logistics Manager when any order cannot be dispatched on time providing the reason and a proposed solution, not a problem alone.
Coordinate delivery routes with the Stores & Logistics Coordinator and Driver to ensure efficient sequencing and on-time client delivery.
Stock Take Planning, Coordination & Execution
Plan, schedule, and coordinate all monthly full physical stock counts and weekly cycle counts by category, ensuring the team is briefed, adequately assigned, and the count is completed accurately within the agreed timeframe.
Brief all team members participating in stock takes on counting methodology, zone assignments, and documentation requirements before each count begins.
Supervise the stock count in progress, ensuring accuracy of counting and resolution of discrepancies identified during the count before results are submitted to the Stock Controller.
Receive the Stock Controller's variance report and immediately investigate discrepancies within the Supervisor's area of oversight, reporting findings and corrective actions to the Stores & Logistics Manager.
Sample Management & Oversight
Maintain active oversight of all sample movements; dispatched, pending return, and returned ensuring every sample is tracked in the sample log at all times.
Enforce the rule that no sample leaves the stores without a system entry (Material Out) raised by Stores Assistant I and without the Supervisor's authorization.
Follow up proactively on outstanding sample returns that have exceeded the agreed return timeline, escalating persistent non-returns to the Stores & Ensure returned samples are assessed against condition standards before re-entry into stock, rejecting any item that has deteriorated below an acceptable standard.
Gifts Planning, Coordination & Dispatch
Plan and coordinate all client and partner gifts dispatches proactively. Begin annual gift planning at least 30 days before the anticipated dispatch period, coordinating quantities, recipient lists, packaging requirements, and dispatch scheduling with the Stores & Logistics Manager.
Maintain a Gifts Dispatch Register covering all gifts sent, recipient names, quantities, dispatch dates, and documentation, updated after every dispatch and submitted to the Stores & Logistics Manager monthly.
Ensure all gift dispatches are processed with the correct system entries (Tally) and documentation, including authorization from the Manager, before release.
Alert the Manager immediately if gift stock is insufficient to meet planned dispatch requirements, with sufficient lead time to enable replenishment.
Production Floor Supervision & Quality Compliance
Supervise the production team throughout the working day, monitoring output pace, quality, and adherence to job card specifications, and intervening immediately when any deviation is identified.
Inspect all finished production items before sign-off: personally verify that every item meets the client specification on the job card. No non-conforming item is passed to stores for dispatch.
Ensure all stock transferred to the production floor is accompanied by the correct job card and documentation before the production team begins work.
Make correct voucher entries in Tally for all conversion jobs and external branding assignments, and ensure completed converted goods are fully documented on return to stores.
Stores Policies, SOPs & Operational Compliance
Take personal accountability for the implementation, communication, and enforcement of all stores policies and standard operating procedures (SOPs) across the entire team; every staff member under the Supervisor's oversight must know, follow, and be held to each applicable SOP.
Conduct structured SOP induction for every new team member before they work independently, and provide refresher briefings for the full team whenever a policy or procedure is updated, amended, or introduced by the Manager.
Carry out weekly SOP compliance spot checks across all stores, dispatch, and production functions; verifying adherence to FIFO, stock removal procedures, bin card protocols, documentation standards, and production job card requirements and recording findings in the weekly report to the Manager.
Identify any SOP gap, ambiguity, or breach and escalate immediately to the Stores & Logistics Manager with a written account of the finding, the staff member involved, and the corrective action taken or proposed.
Ensure the stores environment, production floor, and dispatch yard meet all housekeeping, health and safety, and physical organization standards at all times treating any deviation as a compliance failure requiring immediate correction.
Reinforce a culture where standards are non-negotiable. No team member operates outside a defined procedure without prior written authorization from the Manager.
Bin Card & Documentation Compliance Enforcement
Enforce bin card discipline across the entire team through daily spot checks; every stock removal must be entered on the bin card on the same transaction, without exception.
Conduct random documentation audits throughout the week, verifying that Delivery Notes, Sales Orders, sample records, and production logs are correctly completed, signed, and ready for filing.
Escalate any bin card discrepancy, FIFO breach, or documentation irregularity to the Stores & Logistics Manager that cannot be resolved at operational level.
Ensure that all daily stores documentation is complete, filed, and submitted to the Stores & Logistics Coordinator within 24 hours of the transaction.
Performance Cycle Management KPI Setting, Goal Setting & Formal Appraisals
Own the full performance management cycle for all direct reports; set documented KPIs and performance goals with each direct report at the beginning of every performance cycle, in alignment with the department objectives set by the Stores & Logistics Manager.
Conduct formal one-on-one performance reviews with each direct report using documented evidence from daily reports, dispatch records, production logs, and weekly observations; scoring performance against the agreed KPIs and recording findings in the appraisal system.
Prepare formal appraisal documentation for each direct report at the close of every performance cycle, submitting completed forms to the Stores & Logistics Manager for validation and sign-off before submission to the HR Department.
Recommend salary reviews, grade progressions, or additional training investment to the Stores & Logistics Manager based on completed review cycle evidence.
Daily & Weekly Reporting
Submit a written daily, weekly and monthly operational report to the Stores & Logistics Manager by end of each working day covering; orders dispatched, production completed, stock issues, team conduct, SOP compliance observations, and any outstanding matters.
Report immediately to the Stores & Logistics Manager any critical operational failure; dispatch error, missing stock, production quality failure, SOP breach, or team conduct issue with full context, facts, and corrective action already initiated.
Maintain a written issues and actions log for all outstanding matters: every unresolved issue from a daily or weekly report must have an owner, a timeline, and a status update in the following day's report until closed.
Coaching, Development & Team Conduct
Conduct structured weekly coaching sessions with each direct report, providing specific, actionable feedback on performance observed during the week; both positive reinforcement and corrective guidance and logging the session and outcome.
Support the onboarding and initial training of new team members: brief them on all SOPs and procedures, supervise their early work closely, and confirm readiness to the Stores & Logistics Manager before they are permitted to work independently.
Monitor attendance, timekeeping, and conduct for all direct reports documenting concerns with specific dates, incidents, and observed behaviours, and reporting formally to the Stores & Logistics Manager before any disciplinary process is initiated.
ROLE SPECIFICATIONS
Minimum Qualifications & Experience
Diploma or Bachelor's Degree in Supply Chain, Logistics, Business Administration, or a related field.
Minimum 4 years of experience in a warehouse, stores, or production environment with at least 2 years in a supervisory role with direct people management accountability.
Demonstrated experience in conducting performance reviews and setting team KPIs.
Proficiency in Tally or equivalent warehouse management software.
Working knowledge of stores management SOPs, FIFO principles, and documentation controls.
Key Skills
Strong operational coordination able to manage simultaneous dispatch, production, and receiving activities without losing accuracy.
People performance management capable of setting goals, conducting structured reviews, and managing performance formally and fairly.
High precision in documentation verification, picking accuracy confirmation, and production sign-off.
Clear, direct communication capable of briefing the team concisely and escalating issues to the Manager with full context.
Planning and scheduling skills for stock takes, gifts coordination, and production job card management.
SOP enforcement discipline implements standards consistently and holds the team to them without exception.
Proficiency in Tally for voucher entries, manufacturing journals, and sample management.