Store / Inventory Officer at Vagan Oil & Gas Limited

DUTIES & RESPONSIBILITIES:

Receiving Materials

• Receive all incoming materials, tools, equipment, and consumables.
• Verify quantities, specifications, and quality against Purchase Orders (POs), delivery notes, and invoices.
• Inspect for damage or defects and report discrepancies to Procurement/Management.
• Prepare and document Goods Received Notes (GRN).

Storage & Material Handling

• Arrange and store materials properly to prevent damage, corrosion, contamination, or deterioration.
• Ensure all items are tagged, labelled, and classified correctly.
• Maintain a clean, organized, and safe store environment.
• Apply inventory storage principles such as FIFO (First In, First Out) where required.

Inventory Management

• Maintain accurate and up-to-date stock records (stock cards, logbooks, or ERP system).
• Monitor stock levels to avoid stock-out or overstock situations.
• Conduct daily/weekly/monthly physical stock counts and reconcile with records.
• Report variances and investigate discrepancies promptly.

Issuing Materials

• Issue materials to technicians, engineers, and production teams based on approved requisitions.
• Record all issued materials accurately with dates, quantities, and usage purpose.
• Ensure items issued match project/job specifications.

Documentation & Reporting

• Maintain proper documentation: GRN, MRN (Material Requisition Note), stock cards, bin cards, and dispatch notes.
• Prepare periodic inventory reports for management.
• Keep proper filing and documentation for audit and compliance purposes.

Tool & Equipment Control

• Maintain inventory of tools and ensure accountability for issued items.
• Track tool issuance and ensure timely return by personnel.
• Arrange for calibration, servicing, or replacement of defective tools.

Material Preservation & Safety

• Implement appropriate storage methods for hazardous or sensitive materials (chemicals, lubricants, electrical parts, etc.).
• Ensure compliance with HSE (Health, Safety & Environment) policies.
• Keep storage areas secured against theft, fire, and unauthorized access.

Dispatch & Logistics Support

• Prepare materials for dispatch to field locations or project sites.
• Arrange loading/offloading with safety precautions.
• Prepare waybills, packing lists, and delivery documentation.
• Coordinate with drivers, logistics, and project teams.

Coordination & Communication

• Liaise with Procurement, Finance, Projects, and Operations teams.
• Notify management about low stock levels, slow-moving items, and urgent restocking needs.
• Support planning and budgeting by providing accurate material consumption data.

Compliance & Store Security

• Enforce store policies, procedures, and material handling guidelines.
• Ensure restricted access to the store to authorized personnel only.
• Monitor material shelf life and expiry dates