Receiving and Quality Control Officer

1. SCOPE OF WORK

The Receiving and Quality Control Officer is responsible for the controlled, accurate and timely receipt, verification, inspection, documentation and recording of all goods entering the company, as well as quality checks on goods received, stored, transferred, processed or prepared for dispatch. The role covers local and imported deliveries, authorised transfers, customer and supplier returns, physical quantity and condition verification, specification checks, discrepancy reporting, preparation of Goods Received Notes (GRNs), system entries, segregation and tracking of damaged or non-conforming goods, and documented handover of accepted goods to designated storage areas. The Officer maintains traceable receiving and quality records, coordinates with Procurement, Imports, Inventory, Finance, Production and relevant teams, and helps ensure that goods are not treated as accepted stock or released for use or dispatch before required checks and approvals are complete.

2. JOB PURPOSE

To protect the organization against receiving errors, inventory losses, quality failures, customer complaints and avoidable rework by ensuring that incoming goods are authorised, accurately counted, checked against supporting documents and approved requirements, inspected for visible defects and non-conformities, recorded correctly, and handed over through controlled procedures. The role ensures that discrepancies are reported promptly, affected goods are identified and segregated, GRNs and system records reflect actual accepted quantities, and corrective actions or authorised decisions are followed through.

3. MAIN DUTIES AND RESPONSIBILITIES

3.1 Management and Coordination of Incoming Goods

·   Manage receipt of goods from imports, local procurement, authorised transfers, customer returns, supplier returns and other approved sources.

·   Coordinate delivery schedules with Procurement, Imports, suppliers, transporters and the Stores Supervisor, ensuring receiving space and resources are available.

·   Confirm deliveries are routed through the designated receiving area and supported by purchase orders, delivery notes, packing lists, import documents, return authorisations or other approved instructions.

·   Record delivery arrival details, supplier or source, document references, item details, quantities and receipt status.

·   Prioritise urgent production materials and time-sensitive deliveries in consultation with the Stores Supervisor and relevant departments.

·   Escalate undocumented, unauthorised, unidentified or unexpected deliveries before accepting them into available inventory.

·   Maintain traceability from delivery arrival through verification, inspection, acceptance or rejection, system recording and handover.

3.2 Physical Quantity, Identity and Document Verification

·   Physically count, measure, weigh or otherwise verify delivered goods against authorised purchase orders, delivery notes, packing lists, supplier invoices and other relevant documents.

·   Confirm item descriptions, product codes, sizes, colours, models, quantities, batches, serial numbers, packaging and other identifying details where applicable.

·   Check partial deliveries, outstanding quantities, substitutions, excess deliveries and missing packages, ensuring that accepted quantities are not overstated.

·   For imported consignments, compare available item and quantity details against purchase orders, packing lists, supplier invoices, shipment references and relevant import documents.

·   Verify that required documents, certificates, batch details, expiry dates and product-specific requirements are present where applicable.

·   Document discrepancies promptly and retain supporting evidence, including photographs where appropriate and permitted.

·   Coordinate with Procurement, Imports, Finance and the Stores Supervisor to clarify missing documents and resolve receipt discrepancies.

3.3 Quality Inspection and Specification Checks

·   Independently check goods against approved specifications, samples, product requirements and relevant customer or production requirements.

·   Conduct visual, dimensional, functional or other basic inspections appropriate to the goods and within training and authority.

·   Check for breakage, defects, damage, contamination, deterioration, tampering, incorrect labelling, poor workmanship, missing parts or other non-conformities.

·   Use approved checklists, measuring tools, reference samples and inspection criteria; follow equipment-use and calibration requirements where applicable.

·   Conduct sample-based or full inspections according to product risk, company procedure and supervisor instructions.

·   Request specialist testing or technical assessment when routine checks are insufficient.

·   Record objective inspection findings and coordinate with relevant personnel before a receipt is accepted or goods are released.

3.4 Receipt Processing, GRNs and System Management

·   Manage the receiving workflow from arrival and document checking through physical verification, inspection, acceptance, system processing and handover.

·   Prepare Goods Received Notes (GRNs) for verified and accepted goods in accordance with company procedures and delegated authority.

·   Enter accepted quantities, item codes, descriptions, source references and other required details accurately into Tally or the company’s designated inventory system.

·   Process complete and approved receipts promptly, normally on the same working day, subject to system availability and required approvals.

·   Ensure physical receipt records, GRNs, inspection findings, supplier documents and system transactions agree.

·   Maintain complete and organised records for accepted, rejected, damaged, quarantined, disputed or pending-inspection goods.

·   Correct errors only through authorised procedures and preserve the audit trail for amendments, reversals and adjustments.

·   Coordinate with Finance and Procurement to support matching of purchase orders, goods received records and supplier invoices.

·   Prevent duplicate, omitted, unsupported or unauthorised receipt entries and report suspected irregularities.

3.5 Acceptance, Segregation and Handover to Stores

·   Clearly identify goods as accepted, pending inspection, rejected, damaged, quarantined or awaiting further instructions.

·   Segregate goods requiring verification or approval from accepted goods to prevent accidental use, issue, mixing or dispatch.

·   Coordinate with the Inventory Officer or designated stores personnel to transfer accepted goods to the correct storage area and bin location.

·   Provide handover details, including item descriptions, accepted quantities, GRN references, batch or serial details and special handling instructions where applicable.

·   Obtain acknowledgement of handover where required and follow up on goods awaiting inspection, posting or storage.

·   Coordinate authorised direct deliveries to Production or other departments through the correct documentation and inventory process.

·   Do not treat unverified or non-conforming goods as accepted stock or release them for normal use without required clearance.

3.6 Damaged, Rejected and Non-Conforming Goods

·   Identify and document goods that are damaged, defective, incomplete, contaminated or inconsistent with approved specifications.

·   Label and segregate affected goods promptly in the designated area and prevent unauthorised use, issue or dispatch.

·   Prepare discrepancy, damage or non-conformance reports recording item, quantity, batch/reference, supplier or source, delivery reference, defect, date and supporting evidence.

·   Notify the Stores Supervisor, relevant manager, Quality/Production personnel and Procurement or Imports as appropriate.

·   Track affected goods until an authorised decision is implemented and documented, including acceptance by concession, replacement, supplier return, repair, rework, disposal or another approved outcome.

·   Do not independently approve write-offs, disposals, stock adjustments, supplier claims or final disposition unless formally authorised.

·   Verify that required corrective actions and clearance are documented before affected goods are returned to available stock or released for use.

3.7 Customer and Supplier Return

·   Receive returned goods only against an approved return authorisation, customer return documentation, supplier instruction or other authorised record.

·   Verify the description, quantity, condition and identifying details of returned items against relevant documentation.

·   Record the reason for return, original transaction reference where available, date received, condition, inspection outcome and current status.

·   Inspect returned goods and help distinguish supplier or manufacturing defects from transit damage, handling damage, incorrect picking or other causes.

·   Keep returned goods separate pending inspection and an authorised decision on whether they may return to saleable stock, be repaired, returned to a supplier or be treated as damaged or non-conforming.

·   Coordinate with Sales, Inventory, Finance, Procurement, Production and relevant personnel to process returns and support supplier or customer claims.

·   Track supplier returns until collection, replacement, credit or another agreed resolution; maintain a returns register and escalate unresolved cases.

3.8 In-Process, Stock and Dispatch Quality Checks

·   Carry out scheduled or risk-based checks on selected stock, production materials, work in progress and finished goods where assigned.

·   Verify that picked, packed or dispatch-ready goods match the approved order, specification, quantity and required condition.

·   Check product identification, packaging and labelling before handover for dispatch where assigned.

·   Identify recurring quality issues in storage, handling, production, packing or dispatch and recommend preventive measures.

·   Work with Inventory, Stores, Production and other relevant teams to apply inspection requirements consistently.

3.9 Reporting, Reconciliation and Audit Support

·   Prepare daily, weekly and monthly reports covering deliveries received, quantities accepted or rejected, GRNs processed, inspections, pass/fail results, discrepancies, damaged goods, returns and outstanding actions.

·   Maintain receiving, inspection, non-conformance and returns registers with clear references and status updates.

·   Reconcile receiving records against delivery documents, GRNs, inspection records and system transactions; investigate unexplained differences.

·   Analyse recurring issues by supplier, item, batch, transport arrangement, process or department and recommend corrective or preventive action.

·   File inspection checklists, GRNs, supplier documents, approvals, discrepancy reports and supporting evidence securely for retrieval, invoice verification and audit.

·   Provide records and evidence to authorised management, Finance, Procurement, the Stock Controller and auditors when requested.

·   Immediately escalate critical defects, safety risks, suspected fraud, document manipulation, unauthorised receipts, repeated supplier failures or attempted unauthorised release.

3.10 Corrective Action and Continuous Improvement

·   Follow approved receiving procedures, inspection methods, sampling rules, acceptance criteria and escalation paths.

·   Participate in root-cause analysis, quality reviews, internal audits, stock checks and corrective/preventive action reviews.

·   Track assigned corrective actions and check whether agreed measures have reduced recurrence.

·   Recommend improvements to receiving, storage, handling, packaging, production and dispatch processes to reduce errors, delays, damage and avoidable losses.

·   Report system access issues, record inconsistencies and unauthorised changes; never alter, backdate, conceal or omit findings.

3.11 Team Coordination and Guidance

·   Coordinate with Receiving, Inventory, Stores, Procurement, Imports, Finance, Production, Sales, suppliers and transporters to maintain an effective receiving and inspection workflow.

·   Where assistants or other personnel are assigned, allocate daily tasks and monitor counting, checking, unloading, identification, segregation, documentation and handover activities.

·   Brief and guide relevant staff on verification standards, document requirements, inspection checklists, segregation rules, system workflows and safe handling practices.

·   Monitor accuracy, productivity and compliance within assigned responsibilities; report repeated errors, negligence, training needs or conduct concerns through the appropriate channels.

·   Maintain independent and objective inspection findings while promoting teamwork and accountability.

3.12 Safety, Housekeeping and Security

·   Maintain clean, organised and safe receiving and inspection areas, with goods placed in designated receiving, inspection, quarantine or temporary holding areas.

·   Keep walkways, emergency exits and access routes clear; stack, handle and secure goods in line with weight, packaging and handling requirements.

·   Use required personal protective equipment and follow safe manual-handling and equipment-operation procedures.

·   Keep inspection tools and samples clean, organised and properly stored; report damaged equipment, unsafe deliveries, leaking packages and other hazards promptly.

·   Control access to receiving areas and ensure goods are not removed without the required documentation and authorisation.

·   Comply with company policies and applicable product, health, safety and regulatory requirements.

4. AUTHORITY AND ACCOUNTABILITY

·   May verify quantities, item identity, physical condition and supporting documents; request missing documentation; prepare GRNs and discrepancy reports within approved procedures.

·   May place questionable, damaged or non-conforming goods on hold, label and segregate them, and recommend quarantine, rejection, rework, replacement or further assessment.

·   May coordinate assigned receiving personnel and escalate issues to the Stores Supervisor or authorised manager.

·   Final acceptance exceptions, commercial decisions, write-offs, disposals, stock adjustments and final disposition of non-conforming goods remain with an authorised manager unless authority is formally delegated.

·   Must not release quarantined goods, approve substitutions outside approved procedures, approve unsupported transactions or amend official records without the required authorisation.

·   Is accountable for accurate physical verification and inspection, complete receiving and quality records, timely system entries, prompt discrepancy reporting, correct segregation and documented handover of accepted goods.

·   Must maintain impartial, evidence-based records and must not conceal, minimise, backdate or improperly influence receiving or quality findings.

5. ROLE SPECIFICATIONS

5.1 Education and Qualifications

·   Diploma or certificate in Supply Chain Management, Procurement and Logistics, Stores Management, Quality Control/Quality Assurance, Manufacturing, Engineering, Business Administration or a related field relevant to the company’s products.

·   A relevant bachelor’s degree is an added advantage.

·   Training in inspection methods, quality systems, health and safety or relevant product standards is an advantage.

·   Basic computer literacy and ability to use MS Excel and Tally or equivalent ERP/inventory management software.

5.2 Experience

·   At least 2 years of relevant experience in goods receiving, quality inspection, stores operations, warehouse administration, inventory control, production, manufacturing or logistics.

·   Experience checking supplier deliveries against purchase orders, specifications, samples and delivery documentation.

·   Experience preparing GRNs, recording discrepancies, maintaining inspection/returns registers and following up corrective actions.

·   Experience with imported consignments and import documentation is an added advantage.

5.3 Key Skills

·   Goods receiving and verification, including quantity, item identity, condition and document checks.

·   Quality inspection using checklists, reference samples and appropriate inspection tools.

·   Accurate GRN preparation, system entries, document control and record keeping.

·   Numerical accuracy, counting, measurement, reconciliation and discrepancy identification.

·   Identification, segregation, tracking and reporting of damaged or non-conforming goods.

·   Report preparation, analysis of recurring issues and follow-up of outstanding receipts and corrective actions.

·   Proficiency in Tally or equivalent ERP/inventory software and MS Excel.

·   Coordination with Procurement, Imports, Inventory, Finance, Production, suppliers and transporters.

·   Team coordination, work allocation and coaching where applicable.

·   Safe handling, organisation, housekeeping and compliance with procedures.

5.4 Core Competencies

·   Accuracy and Attention to Detail — verifies quantities, item identity, physical condition, specifications and documents before recording or releasing goods.

·   Accountability and Integrity — records actual receipt and inspection outcomes honestly and follows approval controls.

·   Organisation and Planning — coordinates deliveries and prioritises receiving and inspection activities to minimise delays.

·   Analytical Problem-Solving — investigates shortages, excess deliveries, damage, defects and documentation errors.

·   Process Discipline — follows receiving procedures, acceptance criteria, authorisation requirements and document workflows.

·   Collaborative Professionalism — works constructively with internal departments, suppliers and transporters while maintaining independent quality judgement.

·   Teamwork and Leadership — guides assigned personnel and promotes consistent standards where applicable.

·   Safety Consciousness — maintains safe handling, secure segregation and good housekeeping.

·   Continuous Improvement — recommends practical measures to reduce receiving errors, repeat defects, delays and losses.

6. WORKING RELATIONSHIPS

Internal: Warehouse & Operations Manager, Stores Supervisor, Inventory Officer, Stock Controller, Procurement, Imports, Finance, Production, Sales and other relevant departments. External: suppliers, transporters, service providers and other authorised parties.

7. PERFORMANCE EXPECTATIONS

·   Accuracy and completeness of physical verification, inspection findings, GRNs and system entries.

·   Timeliness of receipt processing and handover of accepted goods.

·   Prompt identification, segregation and escalation of discrepancies and non-conforming goods.

·   Completeness and traceability of receiving, inspection, damage and returns records.

·   Effective follow-up of pending inspections, discrepancies, returns and corrective actions.

Compliance with receiving, quality, safety, security and authorisation procedures