RCF Stores

JOB DESCRIPTION Position Title: Stores – Project / Site Operations Department / Function: Stores – Project / Site Operations Cadre: Applicable across all cadres (Entry Level to Senior Management) Position Reports To: Store Supervisor / Store Manager / F&A Head, as applicable to the role and project organisation 1. Job Purpose To ensure efficient and systematic management of the complete project stores function, covering material receipt, inspection, storage, preservation, inventory control, issuance, reconciliation and disposal of materials. The role is responsible for ensuring the availability of materials at the right time, in the right quantity and condition, while maintaining accurate inventory records, effective material control, cost optimisation and compliance with organisational procedures. The position will support project execution through effective coordination with Procurement, Planning, Construction, Quality, Engineering, Finance & Accounts and other stakeholders. 2. Key Accountabilities A. Material Receipt and Inspection Coordinate and manage the receipt of materials against purchase orders, delivery challans and other relevant documents. Verify material quantity, specifications and physical condition against approved purchase orders and supporting documents. Coordinate with Quality, Engineering and user departments for inspection and acceptance of materials wherever required. Ensure proper documentation of material receipts through Goods Receipt Notes (GRN) and ERP transactions. Identify and report shortages, excess supplies, damages and discrepancies to the concerned departments and initiate corrective action. B. Storage, Preservation and Material Handling Ensure systematic storage and stacking of materials with proper identification, codification and location tagging. Maintain appropriate storage conditions for materials to prevent deterioration, damage, pilferage and wastage. Ensure proper preservation of sensitive, critical and high-value materials. Implement effective material handling, stacking and housekeeping practices in compliance with safety requirements. Ensure optimal utilisation of available warehouse and storage space. C. Inventory Management and Control Maintain accurate and updated inventory records through ERP systems and prescribed registers. Monitor stock levels and ensure timely availability of materials to meet project execution requirements. Track minimum, maximum and reorder levels and identify slow-moving, non-moving, surplus and obsolete materials. Conduct periodic physical stock verification and reconcile discrepancies with book balances. Ensure effective control over high-value, critical and consumable materials. Monitor inventory ageing and initiate appropriate actions for optimal inventory utilisation. D. Material Issue and Consumption Control Ensure material issuance against duly authorised material requisitions and approved project requirements. Maintain proper records of material issues, returns, transfers and consumption. Monitor material consumption against approved budgets, BOQs, norms and project requirements wherever applicable. Ensure proper control over material wastage, excess consumption and unauthorised issues. Coordinate with site execution teams for timely material availability and efficient distribution. Ensure proper accounting and documentation of surplus and returned materials. E. Stores Documentation and MIS Reporting Maintain accurate records of material receipts, issues, transfers, returns and closing stock. Prepare and submit periodic Stores MIS reports covering inventory position, material movement, stock ageing, consumption and reconciliation. Ensure timely updating of ERP transactions and supporting documentation. Maintain records for internal audits, statutory audits and management reviews. Generate reports on slow-moving, non-moving, excess and obsolete inventory and recommend corrective actions. F. Coordination with Internal Stakeholders Coordinate with Procurement for purchase order status, delivery schedules and material follow-up. Liaise with Construction, Planning and Engineering teams for material indents and project execution priorities. Coordinate with Finance & Accounts for GRN reconciliation, invoice verification, inventory valuation and accounting-related matters. Work closely with Quality and EHS teams to ensure compliance with material inspection, storage and safety requirements. Support inter-project material transfers and utilisation of surplus materials wherever required. G. Commercial, Cost and Process Compliance Ensure adherence to organisational policies, stores procedures, delegation of authority and internal control mechanisms. Support inventory valuation, reconciliation and closure of outstanding GRNs and material-related transactions. Identify opportunities for reduction of inventory holding costs, material losses and avoidable procurement. Ensure proper documentation and accountability for material shortages, damages and losses. Support internal and external audits and ensure timely closure of audit observations. H. Safety, Security and Housekeeping Ensure safe storage, stacking, handling and movement of materials. Maintain proper fire safety, access control, security and housekeeping arrangements in stores and warehouse areas. Ensure compliance with applicable EHS guidelines and safe material handling practices. Prevent pilferage, unauthorised access and misuse of project materials. Promote 5S and continuous improvement practices within the stores function. I. Team Management and Continuous Improvement Guide, supervise and develop stores personnel, including storekeepers, assistants, operators and other supporting staff, as applicable. Allocate responsibilities and monitor the performance of the stores team. Establish standard operating procedures and ensure consistent implementation across stores locations. Identify process improvements through digitalisation, ERP utilisation and better inventory management practices. Promote accountability, service orientation and effective coordination within the stores function. 3. Key Performance Indicators (KPIs) Accuracy of physical stock versus book inventory. Timely and accurate GRN and material issue transactions. Material availability to support project execution. Inventory ageing and control of slow-moving / non-moving materials. Reduction in material losses, damages, wastage and pilferage. Timely completion of physical stock verification and reconciliation. Accuracy and timely submission of Stores MIS reports. Compliance with stores procedures, audit requirements and internal controls. Effective utilisation of storage space and inventory holding. Safety, housekeeping and 5S compliance. Team productivity and stakeholder satisfaction, wherever applicable. 4. Qualifications Full-time Graduate in any discipline from a recognised university. Diploma / Degree in Materials Management, Stores Management, Supply Chain Management or Logistics would be an added advantage. Working knowledge of ERP systems, particularly SAP or equivalent inventory management platforms, is desirable. 5. Experience Relevant experience in Stores / Materials Management in the construction, infrastructure, building, industrial or EPC sectors. Experience requirements and level of functional responsibility will be commensurate with the cadre and position. Exposure to project/site-based stores operations, warehouse management and inventory control is desirable. Experience in handling large-scale project inventories and multiple material categories would be an added advantage for senior positions. 6. Functional / Technical Competencies End-to-end Stores and Inventory Management. Material Receipt, Inspection, Storage and Preservation. Material Issue, Consumption and Reconciliation. Inventory Planning, Stock Verification and Control. GRN, Material Requisition and ERP Transactions. Stores MIS and Inventory Reporting. Material Codification and Documentation. SAP / ERP and MS Excel proficiency. Knowledge of internal controls, audit and material accounting. Understanding of EHS, material handling and warehouse management practices. 7. Behavioral Competencies Ownership and Accountability. Teamwork and Collaboration. Effective Communication and Interpersonal Skills. Planning, Organising and Time Management. Analytical Thinking and Problem Solving. Decision Making and Execution Orientation. Integrity and Attention to Detail. Customer / Internal Stakeholder Orientation. Adaptability and Continuous Improvement. Leadership and Team Development, wherever applicable. 8. Role Applicability This Job Description is designed as a common functional JD for the Stores function across all organisational levels, covering operational, supervisory, managerial and leadership positions. The specific scope of authority, team size, experience requirements and decision-making responsibilities shall be determined based on the applicable cadre, project size and organisational structure.