Inventory Officer Domeo Resources International
Full-time
Domeo Resources International (DRI) is a prolific organisation which proffers HR and Management Consultancy solutions premised on excellence and innovation. DRI analyses various organisational problems, develops improvement plans, deploys those plans and monitors the plans to ensure improved organisational performance.
We are recruiting to fill the position below: Job Title: Inventory Officer
Location: Jos, Plateau Employment Type: Full-time Department: Stores / Inventory / Operations Reports To: Store Manager / Operations Manager
Job Summary
The Inventory Officer is responsible for managing, monitoring, and maintaining accurate records of the company's inventory, materials, tools, equipment, and supplies.
The role involves receiving, inspecting, recording, storing, issuing, and tracking inventory to ensure availability, proper utilization, and accountability.
The successful candidate will ensure that stock records are accurate, inventory levels are properly maintained, stock losses and wastage are minimized, and all inventory activities comply with company policies and procedures.
Key Duties and Responsibilities Inventory Management and Control:
Monitor and manage the company's inventory, including construction materials, tools, equipment, consumables, spare parts, and general supplies.
Maintain accurate and up-to-date records of all stock received, issued, transferred, returned, or disposed of.
Monitor stock levels and ensure that materials are available when required for project execution and daily operations.
Establish and maintain minimum and maximum stock levels for inventory items.
Identify slow-moving, obsolete, damaged, expired, or excess stock and recommend appropriate action.
Ensure proper classification, coding, labelling, and identification of inventory items.
Monitor inventory usage and investigate unusual consumption patterns or discrepancies.
Receiving and Inspection of Goods:
Receive materials, supplies, tools, and equipment delivered by vendors and suppliers.
Verify delivered items against approved purchase orders, delivery notes, invoices, and other relevant documentation.
Inspect received goods to confirm quantity, quality, specifications, and physical condition.
Report shortages, excess deliveries, damaged goods, or discrepancies to the appropriate department.
Ensure that all received items are properly documented before being entered into the inventory system.
Coordinate with the Procurement and Finance Departments to resolve delivery and documentation issues.
Stock Issuance and Documentation:
Issue materials, tools, equipment, and supplies only upon receipt of duly authorized requisitions.
Ensure that all stock movements are properly recorded and acknowledged by the receiving personnel.
Maintain accurate records of materials issued to departments, projects, sites, and individual employees.
Monitor the return of unused materials, tools, and equipment from project sites.
Ensure that inventory transactions are supported by appropriate documentation.
Prevent unauthorized removal, transfer, or use of company inventory.
Stocktaking and Reconciliation:
Conduct regular physical stock counts and periodic inventory audits.
Reconcile physical stock balances with inventory records and investigate discrepancies.
Prepare stock reconciliation reports and submit findings to management.
Identify causes of stock shortages, overages, damages, and losses.
Support internal and external auditors during inventory inspections and verification exercises.
Ensure that stock records accurately reflect the actual inventory position.
Storekeeping and Warehouse Management:
Ensure that all inventory items are properly stored, arranged, labelled, and protected against damage, theft, deterioration, and misuse.
Maintain a clean, orderly, and secure store or warehouse environment.
Organize inventory according to item categories, usage, storage requirements, and accessibility.
Ensure proper handling and storage of cement, steel, electrical materials, plumbing materials, tools, chemicals, and other construction supplies, as applicable.
Implement appropriate stock rotation procedures, including FIFO (First In, First Out) and FEFO (First Expired, First Out), where applicable.
Monitor storage conditions and report any risks that may affect the quality or safety of stored materials.
Maintain proper access control and security of inventory storage areas.
Procurement and Replenishment Support:
Monitor inventory consumption and identify items requiring replenishment.
Prepare and submit stock replenishment requests when inventory reaches established reorder levels.
Provide the Procurement Department with accurate stock information to support purchasing decisions.
Review material requirements from project sites and compare them with available stock.
Assist in evaluating supplier delivery performance and material quality.
Recommend improvements in purchasing quantities, stock levels, and inventory management procedures.
Reporting and Record Keeping:
Prepare daily, weekly, and monthly inventory reports.
Maintain stock registers, bin cards, goods received notes, goods issue notes, requisition forms, and other inventory documents.
Generate reports on stock balances, stock movements, consumption, shortages, damages, and obsolete items.
Maintain an organized filing system for inventory-related documentation.
Provide management with accurate information on inventory availability and utilization.
Ensure timely and accurate entry of inventory transactions into the company's stock management system.
Asset and Equipment Monitoring:
Maintain records of company tools, machinery, equipment, and other assigned assets.
Monitor the movement, allocation, and return of tools and equipment issued to employees and project sites.
Ensure that assets are properly tagged, identified, and recorded.
Report missing, damaged, or defective tools and equipment to management.
Support periodic verification of company assets and equipment.
Work with the Maintenance Department to monitor equipment servicing and maintenance records, where applicable.
Compliance, Safety, and Loss Prevention:
Ensure compliance with company inventory policies, procurement procedures, and internal control requirements.
Maintain strict accountability for all materials and items under the officer's control.
Identify and report suspected theft, fraud, unauthorized stock movements, and inventory losses.
Ensure compliance with workplace safety procedures and proper use of personal protective equipment.
Handle and store hazardous or sensitive materials in accordance with applicable safety requirements.
Recommend measures to reduce wastage, stock losses, damage, and unnecessary expenditure.
Key Performance Indicators (KPIs) The Inventory Officer's performance will be assessed based on the following:
Inventory Accuracy: Consistency between physical stock balances and recorded inventory.
Stock Availability: Timely availability of materials and supplies required for business and project operations.
Stock Loss Prevention: Reduction in theft, damage, wastage, and unexplained inventory losses.
Documentation Accuracy: Proper recording and filing of all inventory transactions.
Stock Reconciliation: Timely completion of physical stock counts and reconciliation reports.
Replenishment Efficiency: Timely identification and reporting of stock items requiring replenishment.
Inventory Turnover: Effective monitoring and management of stock movement and utilization.
Warehouse Organization: Proper arrangement, labelling, security, and maintenance of storage facilities.
Reporting: Timely submission of accurate inventory and stock movement reports.
Compliance: Adherence to company inventory policies, authorization procedures, and safety requirements.
Qualifications and Experience
National Diploma (ND), Higher National Diploma (HND), or Bachelor's degree in Accounting, Business Administration, Supply Chain Management, Purchasing and Supply, Logistics, Inventory Management, or a related discipline.
Minimum of two to four years of relevant experience in inventory control, storekeeping, warehouse management, or stock administration.
Experience in a construction, engineering, manufacturing, or related industry is an added advantage.
Practical knowledge of inventory management procedures, stocktaking, reconciliation, and warehouse operations.
Proficiency in Microsoft Excel and other relevant inventory management or ERP software.
Good understanding of stock documentation, purchase orders, delivery notes, and inventory control systems.
Knowledge of construction materials, tools, and equipment is an advantage.
Required Skills and Competencies:
Strong organizational and inventory management skills.
Excellent numerical, analytical, and record-keeping abilities.
High level of accuracy and attention to detail.
Proficiency in Microsoft Excel and inventory management systems.
Good communication and interpersonal skills.
Strong planning, coordination, and time-management abilities.
Ability to identify and resolve stock discrepancies.
High level of honesty, integrity, and accountability.
Ability to work independently and under minimal supervision.
Good reporting and documentation skills.
Ability to work effectively with procurement, finance, operations, and project teams.
Strong commitment to safeguarding company property and resources.
Authority and Decision-Making The Inventory Officer is authorized to:
Verify and document all incoming and outgoing inventory.
Reject or report deliveries that do not meet approved specifications, subject to company procedures.
Recommend stock replenishment based on established reorder levels.
Restrict unauthorized access to inventory storage areas in accordance with company policy.
Report discrepancies, losses, damaged goods, and irregular stock movements to management.
Recommend improvements to inventory control and warehouse management procedures.
The Inventory Officer must obtain the necessary approvals before issuing, transferring, writing off, or disposing of company inventory.
Reporting and Working Relationships:
The Inventory Officer reports directly to the Store Manager or Operations Manager and works closely with the Procurement, Finance, Accounts, Project Management, Engineering, Site Supervision, and Administration Departments.
Working Conditions:
The role involves working in an office, store, warehouse, and construction site environment.
The successful candidate may be required to inspect, count, arrange, and monitor materials and equipment, including occasional lifting or movement of stock in accordance with safety procedures.
Occasional travel to project sites may be required.
General Requirements
The Inventory Officer must demonstrate honesty, professionalism, discipline, confidentiality, and accountability.
The successful candidate is expected to protect company assets, maintain accurate inventory records, comply with established procedures, and perform other reasonable duties related to inventory and store operations as assigned by management.