The Stores Assistant supports the efficient management of university stores and inventory within the Finance and Accounts Department by receiving, storing, issuing, and tracking supplies, materials, and equipment; maintaining accurate records; and ensuring proper stock control to support university operations while promoting cost-effectiveness, accountability and compliance with financial policies. Reports to the University Finance Officer.

Basic Qualifications

1. Bachelor’s Degree in Supplies and Stores Management, Procurement and/or Logistics management.
2. At least 3 years of practical working experience in stores management, inventory control, procurement support, or a similar role, preferably in an educational institution, government, or corporate setting.
3. Knowledge of basic accounting principles and inventory software/systems is an added advantage.
4. Professional certification shall be an added advantage.

Personal Competencies

1. Strong attention to detail, organizational skills, and commitment to accuracy in record-keeping and stock management.
2. Proficiency in inventory tracking systems, basic computer applications (e.g., MS Excel, Word), and the ability to learn university-specific stores or ERP software.
3. Alignment with Christian values, emphasizing ethical stewardship of university resources, integrity in handling inventory and financial records, responsible care for materials as part of God’s creation, and compassionate service in supporting departmental and university needs.
4. Excellent communication and interpersonal skills for liaising with departments, suppliers, and staff while resolving queries and maintaining positive relationships.
5. Commitment to inclusive practices, ensuring fair and transparent access to store services for all university personnel regardless of background.
6. Adaptability to handle physical tasks (lifting, organizing stock), varying workloads, periodic stocktakes, and emerging inventory management practices (e.g., digital tracking, sustainable procurement).

Key Tasks

1. Receive, inspect, verify, and record incoming goods, supplies, and materials against purchase orders, delivery notes and specifications; report any discrepancies to the University Finance Officer or procurement team.
2. Store and organize inventory in designated store areas in a secure, orderly, and accessible manner, ensuring proper labeling, shelving and preservation to prevent damage, loss, or deterioration.
3. Issue stores items to authorized university departments, staff, or projects upon approved requisitions; maintain issuance records and update stock ledgers promptly.
4. Conduct regular stock counts, periodic physical inventories and reconciliations to ensure accuracy between physical stock and records; investigate and report variances or shortages.
5. Maintain accurate, up-to-date store records, including bin cards, stock registers, issue vouchers and inventory reports; assist in preparing periodic stock reports for finance and audit purposes.
6. Incorporate ethical principles, creation care (e.g., minimizing waste, promoting efficient resource use, sustainable storage practices), and real-world applications relevant to African contexts, such as cost-effective management of educational supplies, supporting departmental operations, and ensuring accountability in public resource handling.
7. Assist in storehousekeeping, safety compliance (e.g., proper handling of hazardous materials if applicable), security of store premises, and implementation of university procurement and stores policies.
8. Participate in departmental activities, including stock verification exercises, audits, training on inventory best practices and collaboration with finance, procurement and user departments.
9. Engage in continuous professional development, stay updated on store management techniques, inventory software and regulatory requirements; ensure all duties reflect university values of integrity, service, respect for life and responsible care for God’s creation.