Job Purpose

The Stores Officer will oversee the day-to-day operations of the store, ensuring the secure custody, optimal physical arrangement, and accurate operational flow of the CBK inventory stores. The officer will also be responsible for supervising the receipt, storage, and issuance processes in full compliance with established procedures.

Key Duties and Responsibilities

Roles and Responsibilities

Operational Supervision and Custody

1. Coordinate the daily activities of Stores Assistants and/or Clerks, ensuring efficient workflow in the receipt, inspection, issuance, and arrangement of stock.

2. Maintain strict security protocols for the store, overseeing the secure storage environment and access control.

3. Ensure all stock is stored under optimal conditions (temperature, humidity, safety) to prevent deterioration, damage, or obsolescence.

4. Implement and monitor housekeeping standards to ensure the store remains clean, orderly, and compliant with health and safety regulations.

Inventory flow and quality control

1. Oversee the receiving process: ensure all incoming goods are accurately inspected against Local Purchase Orders (LPOs) and Delivery Notes, verifying quality, quantity, and specification before official acceptance.

2. Supervise the issuance process: ensure stock is issued only against duly authorized requisitions/vouchers and accurately recorded against stock balances.

3. Ensure stock rotation methods (e.g., FIFO) are rigorously applied during both storage and issuance to maximize stock usability.

4. Responsible for identifying damaged or expired stock on the floor and quarantining them for the subsequent reconciliation and disposal documentation process.

Documentation and Control

1. Ensure the accurate and timely recording of all physical movements in supporting documents (e.g., Bin Cards, Goods Received Notes, Issue vouchers).

2. Validate and ensure that all manual and electronic system inputs by Stores Assistants are correct and captured in real-time within the ERP/inventory system.

3. Maintain a comprehensive, accessible, and auditable filing system for all stores-related documentation.

4. Participate in and provide leadership during periodic physical inventory counts (stock takes), assisting the stores planner in variance investigation.

Reporting and Liaison

1. Prepare daily, weekly, and monthly operational reports on storage capacity utilization, stock movement volume, and operational challenges for submission to the store’s planner or Inventory Manager.

2. Liaise with user departments regarding stock status, lead times, and timely collection of issued goods.

3. Any other roles and responsibilities that may be assigned from time to time.

Qualifications

1. A Diploma in Supply Chain Management or Stores Management or Purchasing and Supplies Management or Logistics from a recognized institution.

2. Bachelors Degree in Supply Chain Management or Stores Management or Purchasing and Supplies Management or Logistics is an added advantage.

3. Be an Associate Member of the Kenya Institute of Supplies Management (KISM) or be eligible for membership.

Work Experience

1. A minimum of two (2) years of relevant experience in a busy stores’ environment.

2. Proficiency in computer applications, particularly in using an Enterprise Resource Planning (ERP) or dedicated Inventory Management System for transactional data entry.

Competencies

Technical Competencies

Knowledge and experience in:

1. Operational Leadership: Ability to effectively direct and manage operational staff and store workflows.

2. Integrity and Accountability: Mandatory high ethical standards in the custody of public resources.

3. Problem-Solving: Ability to troubleshoot and resolve immediate operational issues (e.g., storage constraints, minor stock discrepancies).

4. Attention to Detail: Meticulous approach to verifying quantity, quality, and documentation.

5. Physical Store Management: Strong practical knowledge of efficient warehousing layout, safety, and stock preservation techniques.

Functional / Behavioral / General Competencies

1. Risk Management-experience in identifying stores management risks, developing mitigating measures, and monitoring mechanisms.

2. Analytical –highly analytical and ability to challenge status quo based on quantitative facts and impacts.

3. Report writing-ability to develop reports on stores management status.

4. Integrity, honesty, and ethics- ensures ethical practices and integrity and ensures CBK is not put at reputational risk and non-compliance with GOK procurement laws and regulations does not arise.

5. Performance Management and team building.

6. Decision making ability to make decisions in a timely and effective manner and to be accountable for decisions made.

7. Professionalism – maintains a professional approach based on ethics and CBK values.

8. Communication. Ability to relay information in a professional manner both oral and written.

9. Customer orientation-is customer focused striking a solid balance between external and internal customer demands.

10. Emotional Intelligence-manages emotions in a mature and composed manner as expected of a staff member in a Central Bank.

• Coordinate the daily activities of Stores Assistants and/or Clerks, ensuring efficient workflow in the receipt, inspection, issuance, and arrangement of stock.
• Maintain strict security protocols for the store, overseeing the secure storage environment and access control.
• Ensure all stock is stored under optimal conditions (temperature, humidity, safety) to prevent deterioration, damage, or obsolescence.
• Implement and monitor housekeeping standards to ensure the store remains clean, orderly, and compliant with health and safety regulations.
• Oversee the receiving process: ensure all incoming goods are accurately inspected against Local Purchase Orders (LPOs) and Delivery Notes, verifying quality, quantity, and specification before official acceptance.
• Supervise the issuance process: ensure stock is issued only against duly authorized requisitions/vouchers and accurately recorded against stock balances.
• Ensure stock rotation methods (e.g., FIFO) are rigorously applied during both storage and issuance to maximize stock usability.
• Responsible for identifying damaged or expired stock on the floor and quarantining them for the subsequent reconciliation and disposal documentation process.
• Ensure the accurate and timely recording of all physical movements in supporting documents (e.g., Bin Cards, Goods Received Notes, Issue vouchers).
• Validate and ensure that all manual and electronic system inputs by Stores Assistants are correct and captured in real-time within the ERP/inventory system.
• Maintain a comprehensive, accessible, and auditable filing system for all stores-related documentation.
• Participate in and provide leadership during periodic physical inventory counts (stock takes), assisting the stores planner in variance investigation.
• Prepare daily, weekly, and monthly operational reports on storage capacity utilization, stock movement volume, and operational challenges for submission to the store’s planner or Inventory Manager.
• Liaise with user departments regarding stock status, lead times, and timely collection of issued goods.
• Any other roles and responsibilities that may be assigned from time to time.

• Operational Leadership
• Integrity and Accountability
• Problem-Solving
• Attention to Detail
• Physical Store Management
• Risk Management
• Analytical
• Report writing
• Integrity, honesty, and ethics
• Performance Management and team building
• Decision making
• Professionalism
• Communication
• Customer orientation
• Emotional Intelligence

• A Diploma in Supply Chain Management or Stores Management or Purchasing and Supplies Management or Logistics from a recognized institution.
• Bachelors Degree in Supply Chain Management or Stores Management or Purchasing and Supplies Management or Logistics is an added advantage.
• Be an Associate Member of the Kenya Institute of Supplies Management (KISM) or be eligible for membership.