JOB DESCRIPTION

Warehouse & Stores Supervisor – Raw Materials & Spare Parts

Job Purpose

The Warehouse & Stores Supervisor is responsible for the overall management and control of the Raw Material Store, Spare Parts Store, Maintenance Materials, Consumables, and related inventory within the manufacturing facility.

The position ensures that materials and spare parts are received, stored, controlled, and issued efficiently and accurately to support uninterrupted production and maintenance activities. The Supervisor is also responsible for stock accuracy, proper documentation, traceability, warehouse organization, team supervision, and compliance with company safety and operational procedures.

Key Responsibilities

1. Overall Stores Management

• Supervise the day-to-day operations of the Raw Material and Spare Parts Stores.
• Plan and allocate work to Storekeepers, Warehouse Assistants, and Material Handlers.
• Ensure efficient receipt, storage, handling, and issuance of all materials.
• Maintain a clean, safe, organized, and efficient store environment.
• Ensure all items are properly identified, coded, labeled, and stored in designated locations.
• Optimize storage space and improve material accessibility.
• Establish and maintain proper stock-control procedures.

2. Raw Material Management

• Supervise the receipt of raw materials and packaging materials from suppliers.
• Verify quantities, item codes, specifications, and documentation against purchase orders and delivery notes.
• Coordinate with Quality Control regarding inspection, approval, rejection, and quarantine of incoming materials.
• Ensure raw materials are stored under appropriate conditions.
• Maintain proper batch/lot traceability.
• Apply organisation and warehousing principles where applicable.
• Issue raw materials to Production according to approved material requirements.
• Ensure all material issues and returns are accurately recorded.
• Monitor raw material availability and highlight potential shortages to Production Planning and Purchasing.

3. Spare Parts & Maintenance Materials

• Manage the storage and control of mechanical, electrical, instrumentation, maintenance, and engineering spare parts.
• Ensure spare parts are correctly identified, coded, labeled, and stored.
• Maintain an accurate database of spare parts, including part numbers, descriptions, specifications, and locations.
• Issue spare parts to authorized Maintenance personnel against approved requests.
• Monitor critical spare parts required to minimize production downtime.
• Maintain minimum and maximum stock levels for critical and frequently used parts.
• Monitor slow-moving, obsolete, excess, and discontinued spare parts.
• Coordinate with Maintenance and Purchasing regarding replenishment requirements.
• Ensure returned spare parts are properly inspected, identified, and recorded.

4. Inventory Control

• Maintain accurate physical and system inventory records for raw materials, spare parts, consumables, and other stores items.
• Establish and monitor minimum, maximum, and reorder levels.
• Conduct regular cycle counts and periodic physical stock checks.
• Investigate stock discrepancies and implement corrective actions.
• Ensure physical stock quantities match ERP/system records.
• Monitor stock movements, consumption, and usage trends.
• Prepare regular inventory reports for management.
• Support annual stocktaking and inventory reconciliation.
• Identify opportunities to reduce excess and obsolete inventory.

5. ERP & Documentation

• Ensure all receipts, issues, returns, transfers, and stock adjustments are correctly recorded in the ERP/inventory system.
• Maintain accurate item master data and bin/location information.
• Ensure proper documentation for all stock movements.
• Maintain records of delivery notes, goods received notes, material issue notes, stock transfer notes, and other relevant documents.
• Ensure transactions are completed accurately and on time.
• Provide inventory information and reports to Management, Finance, Purchasing, Production, and Maintenance.

6. Coordination with Other Departments

• Work closely with Production, Maintenance, Purchasing, Planning, Quality, Finance, and Logistics.
• Coordinate with Production Planning to ensure raw materials are available according to production schedules.
• Coordinate with Maintenance to ensure critical spare parts are available.
• Inform Purchasing of replenishment requirements and potential stock shortages.
• Liaise with Quality regarding incoming material inspection and release.
• Support Finance during stock reconciliation and inventory audits.
• Provide accurate information on stock availability and consumption.

7. Team Supervision

• Supervise and coordinate the daily activities of store personnel.
• Prepare work schedules and allocate tasks according to operational requirements.
• Monitor employee attendance, performance, productivity, and discipline.
• Train employees on proper material handling, storage, issuing, and inventory procedures.
• Ensure employees follow company SOPs, safety rules, and quality requirements.
• Promote teamwork, accountability, and continuous improvement.

8. Health, Safety & Housekeeping

• Ensure compliance with company health and safety procedures.
• Ensure appropriate PPE is used by store personnel.
• Ensure safe handling and storage of heavy, hazardous, chemical, electrical, and mechanical materials where applicable.
• Ensure proper use of forklifts, pallet trucks, shelving, and other material-handling equipment.
• Maintain good housekeeping and safe access within all storage areas.
• Report accidents, incidents, damaged materials, spills, and unsafe conditions.
• Ensure emergency exits and fire-fighting equipment remain accessible.

9. Continuous Improvement

• Identify opportunities to improve warehouse and stores efficiency.
• Develop and improve storage and inventory-control systems.
• Reduce stock discrepancies, material damage, wastage, and obsolete inventory.
• Improve stock identification, bin locations, and warehouse layout.
• Implement corrective and preventive actions following stock discrepancies or audit findings.
• Support the company in improving inventory accuracy and reducing operational costs