JOB DESCRIPTION – STORES INCHARGE1. POSITION DETAILSParticularDetailsPositionStores InchargeDepartmentStores / Materials ManagementReporting ToManagement / Factory HeadLocationMysoreIndustryPlastic Injection Moulding / Automotive ComponentsDirect ReportsStores Assistants / Helpers, as applicableWorking RelationshipPurchase, Production, Quality, Maintenance, Dispatch, Accounts2. JOB PURPOSE
The Stores Incharge is responsible for the complete control, custody, identification, receipt, storage, issue, transfer, reconciliation and accounting of all materials, components, consumables, packing materials, tools and other stores items belonging to the company.
The Stores Incharge shall ensure that:
- Every material received is physically verified and properly recorded.
- Every material issued from Stores has proper authorization and documentation.
- Every material movement is entered correctly and promptly in Tally.
- Physical stock and Tally stock are continuously reconciled.
- No material is issued without proper authorization.
- No material movement takes place without a corresponding record.
- Production receives the correct material, quantity and specification.
- Rejected, excess, returned and scrap materials are properly identified and accounted for.
- Stock differences are immediately investigated and reported.
- Stores are maintained in an organized, clean and traceable manner.
- There is 100% traceability of material movement from receipt to final consumption/dispatch/scrap.
3. KEY RESPONSIBILITIESA. MATERIAL RECEIVING
- Receive all incoming raw materials, plastic components, metal inserts, bought-out components, packing materials, consumables, tools and other items.
- Verify incoming material against:
- Purchase Order
- Supplier Delivery Challan
- Invoice
- Material description
- Part number
- Quantity
- Batch/Lot number, wherever applicable
- Supplier details
- Physically count/weigh the material before accepting it.
- Do not accept material blindly based only on the supplier's challan.
- Immediately report shortages, excess quantities, wrong material, damaged material or discrepancies to Purchase/Management.
- Coordinate with Quality for incoming inspection wherever applicable.
- Maintain proper identification of:
- Accepted material
- Material awaiting inspection
- Rejected material
- Hold material
- Returned material
- Ensure that received material is shifted to the designated storage location without unnecessary delay.
4. TALLY – MANDATORY MATERIAL ACCOUNTING
The Stores Incharge shall be responsible for ensuring that all applicable material movements are entered in Tally accurately and on time.
Tally entries shall include, as applicable:A. MATERIAL RECEIPTS
- Purchase receipts
- Raw material receipts
- Plastic granule receipts
- Metal insert receipts
- Bought-out component receipts
- Packing material receipts
- Consumable receipts
- Tool/maintenance material receipts
- Returned material received from suppliers
- Customer-returned material, wherever applicable
B. MATERIAL ISSUES
All material issued from Stores to:
- Production
- Maintenance
- Quality
- Post-moulding
- Packing
- Dispatch
- Administration, where applicable
- Other authorized departments
shall have proper documentation and corresponding Tally entry wherever applicable.
C. MATERIAL RETURNS
Record material returned to Stores from:
- Production
- Maintenance
- Quality
- Post-moulding
- Packing
- Other departments
The returned quantity must be physically verified before updating the records.
D. MATERIAL TRANSFERS
Maintain records for movement between:
- Main Stores
- Production Stores
- Work-in-Progress locations
- Rejection/Hold area
- Finished Goods area
- Scrap area
- Other designated storage locations
E. REJECTION / SCRAP
Ensure proper recording and reconciliation of:
- Production rejection
- Quality rejection
- Supplier rejection
- Damaged material
- Process scrap
- Excess material
- Obsolete material
- Disposal/scrap movement
No rejected or scrap material shall be physically moved without proper identification and documentation.
5. TALLY ENTRY DISCIPLINE
The following rules are mandatory:
- No material movement without documentation.
- No undocumented material shall be received into Stores.
- No material shall be issued without an authorized Material Issue Slip / Production Requirement / approved document.
- Tally entries must be made on the same day of the transaction, wherever practicable.
- Backdated entries shall not be made without proper authorization.
- Wrong entries must not simply be deleted or altered without following the company's correction procedure.
- Every Tally entry must contain accurate:
- Date
- Voucher type
- Material/Item
- Part number
- Quantity
- Unit
- Location, where applicable
- Reference document
- Supplier/customer/department, as applicable
- The Stores Incharge shall verify that the physical movement and Tally movement are identical.
- Any difference between physical stock and Tally stock must be immediately investigated and reported.
- The Stores Incharge shall maintain supporting documents for every material transaction for audit and traceability.
6. MATERIAL ISSUE TO PRODUCTION
- Issue raw materials strictly against authorized production requirements.
- Verify:
- Part number
- Material grade
- Colour
- Quantity
- Batch/lot, where applicable
- Production requirement
- Do not substitute materials without approval.
- Maintain proper issue records for each production order/batch.
- Record material returns from production.
- Verify unused material physically before accepting production returns.
- Ensure that excess material is returned to Stores and accounted for.
- Prevent production personnel from taking material directly from Stores without documentation.
- Monitor consumption against production requirements and highlight abnormal consumption.
7. STOCK CONTROL & INVENTORY MANAGEMENT
The Stores Incharge shall maintain accurate stock levels for all materials.
Responsibilities include:
- Maintain minimum and maximum stock levels.
- Identify slow-moving materials.
- Identify non-moving materials.
- Identify excess stock.
- Identify shortage situations.
- Inform Purchase before critical materials reach minimum stock.
- Prevent overstocking.
- Prevent stock-outs.
- Maintain proper FIFO wherever applicable.
- Maintain batch/lot traceability wherever required.
- Ensure materials are stored according to their characteristics and requirements.
8. PHYSICAL STOCK VS TALLY RECONCILIATION
The Stores Incharge shall conduct regular physical stock verification.
Daily / Routine Verification
Critical and fast-moving materials shall be checked regularly.
Weekly Verification
Selected materials shall be physically verified against Tally records.
Monthly Verification
A systematic physical stock verification shall be carried out for the complete Stores inventory or according to the company's approved stock-audit schedule.
Any difference shall be classified as:
- Shortage
- Excess
- Wrong item
- Wrong part number
- Wrong unit of measurement
- Unrecorded receipt
- Unrecorded issue
- Unrecorded return
- Damaged material
- Scrap
- Data-entry error
All unexplained differences must be reported to Management.
9. CONTROL OF PRODUCTION MATERIAL
Special attention shall be given to critical raw materials and components used in automotive products.
The Stores Incharge shall ensure:
- Correct material is supplied to Production.
- Wrong material is not mixed with approved material.
- Different grades/materials are clearly segregated.
- Material identification labels are maintained.
- Open bags/containers are properly identified.
- Part numbers are clearly displayed.
- Old and new batches are traceable.
- Production returns are properly accounted for.
10. REJECTION, HOLD & SCRAP MATERIAL
A separate and clearly identified area shall be maintained for:
- Rejected material
- Quality hold material
- Supplier rejection
- Production rejection
- Rework material
- Scrap material
Rejected/hold material must never be mixed with approved stock.
The Stores Incharge shall ensure that every rejection movement is supported by the relevant documentation and reflected in the applicable records/Tally system.
11. FINISHED GOODS & DISPATCH SUPPORT
Where finished goods are under Stores responsibility, the Stores Incharge shall:
- Receive finished goods from Production/Post-moulding after proper documentation.
- Verify quantity and part number.
- Maintain proper finished-goods stock.
- Ensure finished goods are properly identified and stored.
- Issue material to Dispatch only against authorized documentation.
- Ensure the quantity physically dispatched matches the invoice/challan and system records.
- Immediately report any shortage or excess.
12. PACKING MATERIAL CONTROL
Maintain accurate stock of:
- Boxes
- Trays
- Polybags
- Labels
- Corrugated cartons
- Pallets
- Protective materials
- Tapes
- Other packing materials
Packing materials issued to Production/Dispatch must be recorded appropriately.
13. DOCUMENT CONTROL
The Stores Incharge shall maintain and file:
- Purchase Orders
- Supplier Delivery Challans
- Goods Receipt documents
- Material Receipt records
- Material Issue Slips
- Material Return Slips
- Material Transfer records
- Rejection documents
- Scrap records
- Stock verification reports
- Dispatch-related documents
- Tally supporting documents
- Other Stores records required by the company
Documents must be complete, legible, traceable and readily available for audit.
14. 5S & STORES DISCIPLINE
The Stores Incharge is responsible for maintaining excellent 5S standards.
Stores must have:
- Clearly marked locations
- Proper racks
- Identification labels
- Material identification
- Defined walkways
- Clean floors
- No material lying unnecessarily on the floor
- Proper stacking
- FIFO arrangement
- Separate rejection/hold areas
- Proper fire-safety arrangements
- Safe access to all stored materials
No unidentified material shall be permitted inside Stores.
15. SECURITY & MATERIAL CONTROL
The Stores Incharge shall ensure that:
- Unauthorized persons do not enter Stores.
- No material leaves Stores without authorization.
- Materials are not removed without proper documentation.
- Keys/access are properly controlled.
- High-value materials receive additional control.
- Physical stock is protected from theft, damage and misuse.
Any suspected unauthorized material movement must be immediately reported to Management.
16. COORDINATION WITH OTHER DEPARTMENTS
The Stores Incharge shall coordinate closely with:
Purchase
- Pending purchase orders
- Material shortages
- Supplier delays
- Excess/short receipt
- Supplier returns
Production
- Daily material requirements
- Material issues
- Material returns
- Consumption
- Shortages
Quality
- Incoming inspection
- Rejected material
- Hold material
- Release of material
Maintenance
- Spare parts
- Consumables
- Maintenance materials
- Tools
Dispatch
- Finished-goods availability
- Packing materials
- Dispatch quantities
Accounts
- Tally records
- Purchase documents
- Stock valuation
- Invoice/supporting-document reconciliation
17. DAILY RESPONSIBILITIES
The Stores Incharge shall:
- Review opening stock.
- Review material requirements.
- Receive incoming materials.
- Verify received quantities.
- Complete required Tally entries.
- Issue materials against authorized requirements.
- Record material returns.
- Check critical stock levels.
- Monitor pending receipts.
- Reconcile important material movements.
- Ensure proper storage and identification.
- Maintain Stores cleanliness and discipline.
- Report shortages, excesses and abnormalities.
18. MONTHLY RESPONSIBILITIES
At the end of every month, the Stores Incharge shall assist/complete:
- Physical stock verification.
- Tally vs physical reconciliation.
- Stock difference analysis.
- Slow-moving stock identification.
- Non-moving stock identification.
- Excess-stock reporting.
- Shortage reporting.
- Rejected/scrap stock reconciliation.
- Pending material receipt reconciliation.
- Pending material issue reconciliation.
- Documentation verification.
- Submission of Stores performance report to Management.
19. KEY PERFORMANCE INDICATORS (KPIs)
The Stores Incharge shall be evaluated on:
KPITargetAccuracy of Tally Entries100%Material Receipt Documentation100%Authorized Material Issue100%Physical vs Tally Stock Accuracy100%Unauthorized Material MovementZEROUnidentified MaterialZEROUnaccounted MaterialZEROCritical Stock-outZEROWrong Material IssueZEROStock Reconciliation100%Same-Day Transaction Entry100% wherever practicableFIFO Compliance100%5S Compliance100%Audit Non-ConformitiesZERO / Minimum20. ACCOUNTABILITY
The Stores Incharge shall be personally responsible for any stock discrepancy arising due to:
- Unauthorized material issue
- Failure to record material movement
- Incorrect Tally entry
- Incorrect quantity entry
- Failure to verify receipts
- Failure to record returns
- Improper storage
- Mixing of materials
- Failure to maintain identification
- Negligence in stock verification
- Unauthorized removal of materials
- Failure to report discrepancies
Where a discrepancy is identified, the Stores Incharge shall immediately investigate and submit an explanation to Management.
21. ZERO-TOLERANCE REQUIREMENTS
The following shall not be permitted:
NO MATERIAL WITHOUT DOCUMENT
NO ISSUE WITHOUT AUTHORIZATION
NO RECEIPT WITHOUT VERIFICATION
NO MOVEMENT WITHOUT RECORD
NO TALLY ENTRY WITHOUT PHYSICAL TRANSACTION
NO PHYSICAL TRANSACTION WITHOUT TALLY/RECORD ENTRY
NO UNIDENTIFIED MATERIAL
NO UNAUTHORIZED MATERIAL REMOVAL
NO STOCK DIFFERENCE WITHOUT EXPLANATION
NO MIXING OF ACCEPTED AND REJECTED MATERIAL
22. REQUIRED QUALIFICATIONS & EXPERIENCEQualification
- Diploma / Degree / equivalent qualification in Stores, Materials Management, Commerce, Supply Chain or related field preferred.
Experience
- Relevant experience in Stores/Inventory Management.
- Experience in manufacturing industry preferred.
- Experience in plastic injection moulding / automotive component manufacturing will be an advantage.
- Practical knowledge of Tally is mandatory.
- Experience with stock reconciliation and inventory control preferred.
23. REQUIRED SKILLS
The candidate should have:
- Good Tally knowledge
- Inventory management skills
- Strong numerical ability
- Good documentation skills
- Computer literacy
- Excel knowledge
- Material identification skills
- Stock reconciliation ability
- Strong organizational skills
- Good communication
- Ability to coordinate with Production/Purchase/Quality/Accounts
- High level of honesty and integrity
- Strong discipline
- Attention to detail
24. PERSONAL QUALITIES
The Stores Incharge must demonstrate:
- Honesty
- Responsibility
- Discipline
- Punctuality
- Accountability
- Accuracy
- Alertness
- Ownership
- Leadership
- Confidentiality
- Zero tolerance for unauthorized material movement
25. AUTHORITY
The Stores Incharge is authorized to:
- Stop an undocumented material movement.
- Refuse an unauthorized material issue.
- Hold material where documentation/identification is incomplete.
- Report stock discrepancies immediately.
- Request clarification from the concerned department.
- Escalate repeated violations to Management.
The Stores Incharge shall not independently adjust stock differences in Tally without proper verification and Management a
Pay: ₹15,000.00 - ₹20,000.00 per month
Benefits:
- Health insurance
- Leave encashment
Work Location: In person
