Warehouse Operations Officer / Agent

Key Responsibilities:

Receiving and Inspection

Receive construction materials, tools, equipment, and other supplies from suppliers.

Verify delivered quantities against approved purchase orders, delivery notes, and invoices.

Inspect deliveries for quality, damage, specifications, and compliance with purchase requirements.

Report discrepancies, damaged goods, shortages, or incorrect deliveries to the relevant department.

Ensure all received items are properly recorded in the Goods Received Note (GRN) or warehouse receipt register.

Coordinate with procurement and suppliers to resolve delivery issues.

Storage and Warehouse Organization

Ensure all materials are properly labelled, classified, and stored in designated locations.

Maintain an organized, clean, and secure warehouse and storage yard.

Apply the First-In, First-Out (FIFO) principle where appropriate, particularly for consumables and materials with expiry dates.

Ensure cement, steel, timber, electrical supplies, plumbing materials, chemicals, and other construction products are stored according to their specific handling and preservation requirements.

Separate damaged, defective, expired, or quarantined materials from usable stock.

Maintain accurate records of warehouse locations and stock movements.

Inventory and Stock Control

Maintain accurate and up-to-date inventory records for all materials, tools, equipment, and consumables.

Record all stock receipts, issues, returns, transfers, and adjustments using approved forms or inventory systems.

Conduct routine stock counts and periodic physical inventory reconciliations.

Investigate and report stock discrepancies, losses, damages, and unexplained variances.

Monitor stock levels and identify items requiring replenishment.

Maintain records of tools and equipment issued to employees, subcontractors, and project teams.

Track reusable tools and equipment to ensure their timely return and accountability.

Material Issuance and Site Coordination

Receive and verify material requisitions submitted by authorized project managers, site engineers, foremen, or other designated personnel.

Issue materials only against approved requisitions or authorized documentation.

Ensure quantities issued match approved requests and are properly recorded.

Prepare Material Issue Notes (MINs) or equivalent stock issuance documents.

Coordinate with site teams and logistics personnel to arrange deliveries to construction sites.

Record returned, unused, surplus, or damaged materials from project sites.

Maintain proper documentation for inter-site transfers and warehouse-to-site deliveries.

Documentation and Reporting

Maintain organized physical and electronic records of purchase orders, delivery notes, GRNs, material requisitions, issue notes, transfer notes, and stock reports.

Prepare daily or weekly reports on stock movements, receipts, issues, outstanding requisitions, and discrepancies.

Assist in preparing monthly stock reports and inventory valuation information where required.

Maintain records of tools and equipment allocated to individual employees or projects.

Ensure all warehouse transactions are supported by approved documentation.

Submit reports to management on shortages, slow-moving items, damaged stock, and replenishment needs.

Health, Safety, and Security

Enforce warehouse safety procedures and proper material-handling practices.

Ensure the safe stacking, loading, unloading, and storage of heavy construction materials.

Use appropriate personal protective equipment (PPE) and ensure compliance with company safety policies.

Maintain clear access routes, emergency exits, and designated storage areas.

Monitor warehouse access and ensure materials are released only to authorized personnel.

Report accidents, unsafe conditions, theft, suspected misuse, and security incidents immediately.

Assist in implementing fire prevention, housekeeping, and loss-prevention measures.

Internal Coordination and Compliance

Work closely with procurement, accounts, logistics, project managers, site engineers, and construction teams.

Support internal and external audits by providing accurate warehouse records and supporting documents.

Follow company policies, procurement procedures, stock-control policies, and authorization limits.

Identify opportunities to improve warehouse efficiency, reduce waste, prevent losses, and control material costs.

Perform other warehouse and logistics duties assigned by management.

Qualifications and Requirements:

Educational Qualifications

Minimum of a Senior High School (SHS) certificate or equivalent.

A certificate, diploma, or degree in Supply Chain Management, Procurement, Logistics, Stores Management, Inventory Management, or a related field is an advantage.

Relevant warehouse management or inventory-control training is an added advantage.

Work Experience

Minimum of 2 years of relevant experience in warehouse operations, stores management, inventory control, or logistics.

Experience in a construction company, building materials warehouse, engineering firm, or infrastructure project is strongly preferred.

Practical experience handling construction materials, tools, equipment, and site requisitions is an advantage.

Experience with stocktaking, goods receiving, material issuance, and warehouse documentation is required.

Technical Skills

Good knowledge of warehouse operations and inventory-control procedures.

Ability to prepare and maintain stock registers, GRNs, material issue notes, and stock reconciliation reports.

Basic to intermediate Microsoft Excel skills and proficiency in Microsoft Office.

Familiarity with inventory management software or ERP systems is an advantage.

Ability to read and verify purchase orders, delivery notes, and material requisitions.

Understanding of stock rotation, safe storage, material traceability, and loss prevention.

Basic understanding of construction materials and their storage requirements.

Personal Competencies

Honesty, integrity, and a strong sense of accountability.

High attention to detail and numerical accuracy.

Good organizational and record-keeping skills.

Ability to identify discrepancies and report irregularities promptly.

Effective communication and teamwork skills.

Ability to work under pressure and meet project deadlines.

Proactive approach to problem-solving and continuous improvement.

Physical fitness appropriate for warehouse duties and material handling, with safe equipment and lifting practices observed.

Key Performance Indicators (KPIs)

Performance will be assessed based on the following:

Inventory accuracy: Alignment between physical stock and recorded balances.

Documentation compliance: Completeness and accuracy of receipts, issues, transfers,and returns.

Material accountability: Reduction in unexplained stock losses, damages, andunauthorized issues.

Timely material issuance: Ability to process approved site requisitions within agree timelines.

Stock reconciliation: Completion of scheduled physical counts and timely resolution of discrepancies.

Warehouse organization: Maintenance of clean, secure, properly labelled, and accessible storage areas.

Reporting accuracy: Timely submission of accurate stock movement and inventory reports.

Safety compliance: Adherence to company warehouse safety procedures and incident- reporting requirements.

Authority and Accountability

The Warehouse Operations Officer / Agent is authorized to receive, inspect, store, record, and issue materials in accordance with approved company procedures.

The position holder must not independently approve purchases, alter stock balances without authorization, dispose of company materials, or issue materials without the required approval.

The officer is accountable for the accuracy of warehouse records, proper custody of assigned stock, timely reporting of discrepancies, and compliance with established warehouse procedures.

Working Conditions

Full-time position based at the company warehouse, with possible visits to construction sites.

May require outdoor work and exposure to dust, noise, varying weather conditions, and heavy materials.

Must comply with all applicable company health and safety procedures.

May be required to work additional hours when necessary to support urgent project requirements, subject to company policy and applicable Ghanaian labour requirements.

Location: Accra

Salary: Attractive

Requirements

Jobberman Third Party is a recruitment and talent acquisition account that connects qualified professionals with career opportunities on behalf of a wide range of employers across Ghana.

Through this account, we advertise verified job opportunities for organizations across various industries and job functions, helping employers find the right talent while making it easier for job seekers to discover quality employment opportunities.

Our focus is to deliver a professional, transparent, and efficient recruitment experience by matching candidates with roles that align with their skills, qualifications, and career aspirations.

Whether you are starting your career or seeking your next opportunity, Jobberman Ghana Third Party provides access to diverse roles with reputable employers through a trusted recruitment process.

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