STORES CONTROLLER

The Stores Controller position based in Graaff-Reinet is a key operational role within a government department’s stores unit. The incumbent is responsible for managing the day-to-day flow of stock, from the moment goods arrive at the stores to their eventual issue or disposal. This involves checking supplier documentation against physical deliveries, verifying quantities and specifications, recording any short deliveries or damages, coding incoming stock and placing it in the correct storage locations. The role also requires attention to stock rotation, applying first-in-first-out principles and taking shelf life into account, as well as monitoring stock levels against safety stock thresholds. Slow-moving or aged items must be identified and recommendations for changes to stock control guidelines must be sought from supervisors. The Stores Controller also conducts stock counting sequences, using prescribed coding and labels to indicate counted stock, and participates in formal stock-taking exercises with the Financial Audit Team, providing schedules and identifying stock positions for verification.

A significant part of the job is the accurate recording and updating of information. The Stores Controller works with computerised applications to capture transactional data, including delivery times, materials and requisitions. Details of inbound goods are entered against product codes, and supporting documents such as goods received notes are prepared to validate receipts. Orders are completed and submitted for approval, and obsolete stock is identified and disposed of according to prescribed procedures. The role also involves maintaining physical and electronic filing systems, arranging documents in alphabetical, numerical or chronological order, retrieving information to support queries and removing outdated records.

Supervision is another core responsibility. The Stores Controller plans, implements and controls the daily work of staff, monitors attendance, conduct and output, and addresses any deviations from agreed performance indicators through meetings, counselling or other approved methods. The post holder must also manage workplace conflict through consultative processes and, where necessary, implement disciplinary procedures. In addition, the role requires ongoing monitoring of stores control systems, including assessing access and egress controls and alerting the supervisor to critical or high-risk issues. Adherence to safety and security measures is essential, particularly when handling hazardous materials such as fuels and oils.

Candidates for this position should have a thorough understanding of stock control and stores management procedures, practical experience with computerised record-keeping systems, and the ability to supervise and motivate a team. Strong organisational skills, attention to detail and the capacity to work accurately under pressure are important. The successful applicant will be based in Graaff-Reinet and will be expected to uphold the department’s