Records and Stores Assistant job at ForAfrika

Description

ForAfrika is hiring a Records and Stores Assistant responsible for proper management, storage, and documentation of project records, supplies, and assets for the SMART Centre Project in Lobule Sub-county, West Nile, Northern Uganda. The role ensures accurate record-keeping, safe storage of materials, and efficient issuance of items to support smooth project operations and accountability.

Key Duties and Responsibilities:

• Maintain accurate and up-to-date records of project files, inventory, and assets.
• Receive, inspect, label, and safely store project materials, tools, and equipment.
• Issue supplies and materials for staff and activities in accordance with approved procedures.
• Maintain stock cards, bin cards, and inventory registers.
• Conduct regular stock counts and support periodic audits.
• Ensure proper filing, archiving, and retrieval of both physical and electronic records.
• Track movement of assets and ensure proper custody and use.
• Report on stock levels, losses, damages, or discrepancies to the Programme Coordinator.
• Issuing stock from the stores
• Issue Goods Received Note GRN for items received
• Receive items in provision system.
• Ensure store is always kept clean
• Updating stock cards and Bin cards.
• Monthly stores report for the Office.
• Support procurement and logistics processes through accurate documentation.
• Ensure stores and records areas are clean, secure, and well organized.

Qualifications, Skills and Experience:

• At least a minimum of a Degree in Records Management, Stores Management, Procurement, Business Administration, or a related field. A degree is an added advantage
• At least 2 years’ experience in records, stores, or inventory management, preferably within an NGO or project environment.
• Experience in handling tools, agricultural inputs, or equipment is an added advantage.
• Strong organizational and record-keeping skills
• Ability to maintain accurate inventory and documentation.
• Basic knowledge of stock control systems and procedures.
• Proficiency in MS Excel and basic computer applications.
• Attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• High level of integrity, honesty, and accountability.
• Trustworthy and reliable in handling records and assets.
• Organized, disciplined, and methodical.
• Good interpersonal and communication skills.
• Willingness to work in a rural project setting.

• Maintain accurate and up-to-date records of project files, inventory, and assets.
• Receive, inspect, label, and safely store project materials, tools, and equipment.
• Issue supplies and materials for staff and activities in accordance with approved procedures.
• Maintain stock cards, bin cards, and inventory registers.
• Conduct regular stock counts and support periodic audits.
• Ensure proper filing, archiving, and retrieval of both physical and electronic records.
• Track movement of assets and ensure proper custody and use.
• Report on stock levels, losses, damages, or discrepancies to the Programme Coordinator.
• Issuing stock from the stores
• Issue Goods Received Note GRN for items received
• Receive items in provision system.
• Ensure store is always kept clean
• Updating stock cards and Bin cards.
• Monthly stores report for the Office.
• Support procurement and logistics processes through accurate documentation.
• Ensure stores and records areas are clean, secure, and well organized.

• Strong organizational and record-keeping skills
• Ability to maintain accurate inventory and documentation.
• Basic knowledge of stock control systems and procedures.
• Proficiency in MS Excel and basic computer applications.
• Attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• High level of integrity, honesty, and accountability.
• Trustworthy and reliable in handling records and assets.
• Organized, disciplined, and methodical.
• Good interpersonal and communication skills.

• At least a minimum of a Degree in Records Management, Stores Management, Procurement, Business Administration, or a related field. A degree is an added advantage
• At least 2 years’ experience in records, stores, or inventory management, preferably within an NGO or project environment.
• Experience in handling tools, agricultural inputs, or equipment is an added advantage.