Job Summary
The Warehouse Recording Officer is responsible for accurately and consistently recording all incoming and outgoing items, ensuring precise updates to inventory balances in real-time using prescribed formats or digital systems such as warehouse management software (WMS) or inventory tracking tools. This role emphasizes the bold and systematic documentation of all incoming and outgoing transactions, maintaining an up-to-date record of inventory levels to ensure accuracy and accountability. The officer generates detailed reports on stock movements, balances, and key metrics, providing critical information to concerned bodies for effective decision-making. Additionally, the officer ensures proper communication and coordination by supplying accurate data for the dispatching of items to branches and relevant work units, supporting seamless operations across the organization. To maintain data integrity, the officer reconciles physical stock counts with recorded data, promptly resolving discrepancies and ensuring compliance with organizational policies and standards. By applying coding system or leveraging technology such as barcode scanners and RFID tools, the officer minimizes manual errors and enhances the efficiency of recording processes. Through collaboration with warehouse staff and stakeholders, the officer ensures timely updates and provides reliable insights that support operational and strategic decisions, ultimately contributing to the efficient flow of goods & resources throughout the organization.
Key Performance Area
Under the supervision of the warehouse and property administration manager, the Warehouse recording officer plays a critical role in maintaining accurate, up-to-date, and compliant records of all inventory-related activities.
Register and maintain detailed and precise records of all inventory movements, including receipts, issues, transfers, returns, and adjustments.
Ensure all transactions are logged in real-time using the ERCS hard copy recording formats of digital tools such as warehouse management systems (WMS) or inventory tracking software.
Reconcile physical inventory counts with recorded data to identify and resolve discrepancies promptly.
Implement the ERCS standardized naming conventions and labeling systems for consistency in recordkeeping.
Enter inventory-related data into an Excel sheet or ERCS digital platforms accurately and efficiently, ensuring zero errors.
Ensure data integrity by conducting regular audits of recorded information against physical stock and update inventory records to reflect stock changes due to orders, returns, damages, or other factors.
Utilize the ERCS coding system or barcode scanners and RFID technology devices to automate data capture and reduce manual errors.
Accurately record all incoming and outgoing items in the ERCS format or database system, and document all records according to the ERCS policy and procedures.
Track key metrics such as stock turnover, reorder points, and excess/obsolete inventory using analytics tools.
Monitor stock levels in real-time using the ERCS working modality or warehouse management system dashboards and generate computer-based or automated reports on inventory status.
Prepare daily, weekly, and monthly inventory reports for management review, highlighting trends, shortages, or surpluses.
Conduct regular cycle counts and full physical inventory audits to verify recorded data against actual stock.
Investigate discrepancies between physical counts and system records, identifying root causes and implementing corrective actions.
Collaborate with warehouse staff and procurement teams to resolve issues related to discrepancies, misplaced, damaged, or lost items.
Ensure all inventory records comply with ERCS policies, regulations, and legal requirements.
Adhere to data privacy standards when handling sensitive inventory information, particularly in cloud-based systems.
Maintain proper documentation of shipping and receiving activities, including invoices, bills of lading, and delivery notes.
Archive historical data securely in hard copy and/or digital formats for easy retrieval during audits or compliance checks.
Work closely with warehouse staff to ensure timely and accurate recording of inventory transactions.
Support team members on proper data entry practices and the use of digital tools for inventory tracking.
Serve as the primary point of contact for inventory-related queries, providing clear and accurate information.
Coordinate with procurement and logistics teams to ensure seamless flow of goods and accurate updates in the system.
Identify inefficiencies in inventory recording processes and recommend improvements to enhance accuracy and speed.
Implement best practices for organizing and categorizing inventory data to improve accessibility and search ability.
Analyze inventory data to identify trends, such as slow-moving or fast-moving items, and provide actionable insights.
Generate visualizations and summaries for management, highlighting critical inventory metrics and areas for improvement.
Qualification Requirements
Second/First degree in Management information system, Information technology, computer science, Materials Management/ Accounting/ Logistics and Supply (Chain) Management/ Management and 4/6 revenant work experience.
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