Store Manager

The Store Manager will be responsible for the efficient management of the schools stores, inventory, procurement coordination, stock records, and issue/distribution of materials. The role requires strong organizational skills, attention to detail, inventory control, vendor coordination, and the ability to ensure that essential materials are available to support the smooth functioning of the school.

Key Responsibilities

1. Inventory & Stock Management

• Manage day-to-day operations of the school store.
• Receive, inspect, record, store, and issue materials appropriately.
• Maintain accurate stock registers and inventory records.
• Monitor stock levels and identify items requiring replenishment.
• Conduct periodic physical stock verification and reconcile discrepancies.
• Ensure proper storage, labeling, categorization, and preservation of materials.
• Maintain minimum and maximum stock levels for regularly used items.

2. Procurement Coordination

• Coordinate with the Administration/Procurement team for purchase requirements.
• Prepare material requisitions and purchase requirements based on stock levels.
• Coordinate with approved vendors for quotations, delivery schedules, and replacement of defective items.
• Verify quantities and specifications against purchase orders and delivery documents.
• Ensure timely availability of stationery, housekeeping supplies, maintenance materials, uniforms, teaching materials, and other school requirements.

3. Material Issue & Distribution

• Issue materials to departments, teachers, housekeeping, maintenance, and other authorized staff against approved requisitions.
• Maintain proper records of all material issues and returns.
• Ensure authorization procedures are followed before issuing stock.
• Track consumable and non-consumable items appropriately.

4. Documentation & Reporting

• Maintain stock registers, GRNs, issue slips, return records, and related documentation.
• Prepare periodic inventory and consumption reports for management.
• Maintain records of damaged, obsolete, excess, and slow-moving stock.
• Support internal and external audits by providing accurate documentation.
• Maintain proper filing and digital records of inventory transactions.

5. Store Operations & Safety

• Maintain a clean, organized, and safe store environment.
• Follow appropriate procedures for storage of chemicals, cleaning materials, electrical items, and other sensitive materials.
• Ensure stock is protected against damage, deterioration, theft, or unauthorized access.
• Follow school policies relating to safety, security, and inventory control.

6. Team & Stakeholder Coordination

• Coordinate with Administration, Finance, Procurement, Housekeeping, Maintenance, Academic, and other departments.
• Supervise store assistants/helpers, where applicable.
• Ensure timely response to departmental material requirements.
• Maintain professional relationships with vendors and service providers.

Key Skills & Competencies

• Strong inventory and stock-control skills.
• Good knowledge of storekeeping procedures.
• Basic understanding of procurement and purchase processes.
• Good Excel/MS Office skills and ability to maintain digital inventory records.
• Strong documentation and reporting skills.
• Good communication and interpersonal skills.
• Attention to detail and numerical accuracy.
• Planning, organization, and time-management skills.
• Ability to work independently and handle multiple requirements.
• Integrity and accountability in handling school assets and materials.