JOB TITLE – STORES AND RECORDS OFFICER
A. ROLE OVERVIEW
The Stores & Records Officer is responsible for overseeing the College’s inventory
system and ensuring efficient management, issuance, and tracking of all nonperishable stock and supplies.
The role also includes developing and maintaining proper record-keeping systems,
digitizing existing archives, and ensuring accurate reporting to support effective
decision-making.
B. DUTIES & RESPONSIBILITIES
1. Managing all non-perishable stocks, supplies, and equipment of the College.
2. Developing and implementing a structured store management system for efficient
stock handling.
3. Recording all items received, issued, or returned accurately in both manual and digital
systems.
4. Issuing stock and supplies in line with approved requests and maintaining proper
documentation.
5. Maintaining accurate and up-to-date records of all inventory movements and
balances.
6. Creating and updating a digital archive system by converting hard copy records into
electronic files for secure storage and easy retrieval.
7. Supervising the Store Assistant and ensuring adherence to store management
procedures.
8. Monitoring stock levels and preparing regular reports for the Administration Manager.
9. Ensuring proper storage conditions, security, and cleanliness of the store.
10. Actively promoting and safeguarding the welfare of students by ensuring all store
operations and interactions comply with the College’s child protection policies.
C. COMPETENCIES:
1. Minimum of Bachelor’s degree in Procurement, Logistics, or a related field.
2. At least three (3) years post-degree experience.
3. Knowledge of inventory management principles and record-keeping systems.
4. Knowledge of digital archiving and file management practices.
5. Ability to develop and implement efficient store systems and procedures.
6. Ability to maintain accurate records and prepare clear, timely reports.
7. Ability to act with integrity, honesty, and accountability in managing resources.
8. Ability to communicate clearly and professionally with colleagues, vendors, and supervisors.
9. Ability to work independently, organize tasks, and manage time effectively.
D. DIRECT REPORT
The Stores and Records Officer is line managed by the Administration Manager.
E. HOW TO APPLY
Please submit an application letter and a recent CV to applications@soshgic.edu.gh.
The subject should be titled, Stores and Records Officer. Only shortlisted
candidates will be contacted