Bollard was established in September 2016, to provide professional HR support for SMEs through tailormade solutions. We work with our clients through need identification, solution design and deployment. In this Volatile, Uncertain, Complex and Ambiguous business environment, we believe in close partnership with our clients. This has enabled us walk with t...

SCOPE OF WORK

The Receiving and Quality Control Officer is responsible for the controlled, accurate and timely receipt, verification, inspection, documentation and recording of all goods entering the company, as well as quality checks on goods received, stored, transferred, processed or prepared for dispatch. The role covers local and imported deliveries, authorised transfers, customer and supplier returns, physical quantity and condition verification, specification checks, discrepancy reporting, preparation of Goods Received Notes (GRNs), system entries, segregation and tracking of damaged or non-conforming goods, and documented handover of accepted goods to designated storage areas. The Officer maintains traceable receiving and quality records, coordinates with Procurement, Imports, Inventory, Finance, Production and relevant teams, and helps ensure that goods are not treated as accepted stock or released for use or dispatch before required checks and approvals are complete.

JOB PURPOSE

To protect the organization against receiving errors, inventory losses, quality failures, customer complaints and avoidable rework by ensuring that incoming goods are authorised, accurately counted, checked against supporting documents and approved requirements, inspected for visible defects and non-conformities, recorded correctly, and handed over through controlled procedures. The role ensures that discrepancies are reported promptly, affected goods are identified and segregated, GRNs and system records reflect actual accepted quantities, and corrective actions or authorised decisions are followed through.

MAIN DUTIES AND RESPONSIBILITIES

Management and Coordination of Incoming Goods

• Manage receipt of goods from imports, local procurement, authorised transfers, customer returns, supplier returns and other approved sources.
• Coordinate delivery schedules with Procurement, Imports, suppliers, transporters and the Stores Supervisor, ensuring receiving space and resources are available.
• Confirm deliveries are routed through the designated receiving area and supported by purchase orders, delivery notes, packing lists, import documents, return authorisations or other approved instructions.
• Record delivery arrival details, supplier or source, document references, item details, quantities and receipt status.
• Prioritise urgent production materials and time-sensitive deliveries in consultation with the Stores Supervisor and relevant departments.
• Escalate undocumented, unauthorised, unidentified or unexpected deliveries before accepting them into available inventory.
• Maintain traceability from delivery arrival through verification, inspection, acceptance or rejection, system recording and handover.

Physical Quantity, Identity and Document Verification

• Physically count, measure, weigh or otherwise verify delivered goods against authorised purchase orders, delivery notes, packing lists, supplier invoices and other relevant documents.
• Confirm item descriptions, product codes, sizes, colours, models, quantities, batches, serial numbers, packaging and other identifying details where applicable.
• Check partial deliveries, outstanding quantities, substitutions, excess deliveries and missing packages, ensuring that accepted quantities are not overstated.
• For imported consignments, compare available item and quantity details against purchase orders, packing lists, supplier invoices, shipment references and relevant import documents.
• Verify that required documents, certificates, batch details, expiry dates and product-specific requirements are present where applicable.
• Document discrepancies promptly and retain supporting evidence, including photographs where appropriate and permitted.
• Coordinate with Procurement, Imports, Finance and the Stores Supervisor to clarify missing documents and resolve receipt discrepancies.

• Manage receipt of goods from imports, local procurement, authorised transfers, customer returns, supplier returns and other approved sources.
• Coordinate delivery schedules with Procurement, Imports, suppliers, transporters and the Stores Supervisor, ensuring receiving space and resources are available.
• Confirm deliveries are routed through the designated receiving area and supported by purchase orders, delivery notes, packing lists, import documents, return authorisations or other approved instructions.
• Record delivery arrival details, supplier or source, document references, item details, quantities and receipt status.
• Prioritise urgent production materials and time-sensitive deliveries in consultation with the Stores Supervisor and relevant departments.
• Escalate undocumented, unauthorised, unidentified or unexpected deliveries before accepting them into available inventory.
• Maintain traceability from delivery arrival through verification, inspection, acceptance or rejection, system recording and handover.
• Physically count, measure, weigh or otherwise verify delivered goods against authorised purchase orders, delivery notes, packing lists, supplier invoices and other relevant documents.
• Confirm item descriptions, product codes, sizes, colours, models, quantities, batches, serial numbers, packaging and other identifying details where applicable.
• Check partial deliveries, outstanding quantities, substitutions, excess deliveries and missing packages, ensuring that accepted quantities are not overstated.
• For imported consignments, compare available item and quantity details against purchase orders, packing lists, supplier invoices, shipment references and relevant import documents.
• Verify that required documents, certificates, batch details, expiry dates and product-specific requirements are present where applicable.
• Document discrepancies promptly and retain supporting evidence, including photographs where appropriate and permitted.
• Coordinate with Procurement, Imports, Finance and the Stores Supervisor to clarify missing documents and resolve receipt discrepancies.

• Quality Control
• Receiving
• Verification
• Inspection
• Documentation
• Record Keeping
• Inventory Management
• Procurement Coordination
• Import Procedures
• Discrepancy Reporting
• Goods Received Notes (GRNs)
• System Entries
• Traceability
• Communication

• BA/BSc/HND
• Diploma
• Vocational