Position Summary

The Records and Stores Assistant will be 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 Roles and Responsibilities

1.Maintain accurate and up-to-date records of project files, inventory, and assets.

2.Receive, inspect, label, and safely store project materials, tools, and equipment.

3.Issue supplies and materials for staff and activities in accordance with approved procedures.

4.Maintain stock cards, bin cards, and inventory registers.

5.Conduct regular stock counts and support periodic audits.

6.Ensure proper filing, archiving, and retrieval of both physical and electronic records.

7.Track movement of assets and ensure proper custody and use.

8.Report on stock levels, losses, damages, or discrepancies to the Programme Coordinator.

9.Issuing stock from the stores

10.Issue Goods Received Note GRN for items received

11.Receive items in provision system.

12.Ensure store is always kept clean

13.Updating stock cards and Bin cards.

14.Monthly stores report for the Office.

15.Support procurement and logistics processes through accurate documentation.

16.Ensure stores and records areas are clean, secure, and well organized.

Knowledge, Skills and Abilities

1.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

2.At least 2 years’ experience in records, stores, or inventory management, preferably within an NGO or project environment.

3.Experience in handling tools, agricultural inputs, or equipment is an added advantage.

4.Strong organizational and record-keeping skills

5.Ability to maintain accurate inventory and documentation.

6.Basic knowledge of stock control systems and procedures.

7.Proficiency in MS Excel and basic computer applications.

8.Attention to detail and accuracy.

9.Ability to work independently with minimal supervision.

10.High level of integrity, honesty, and accountability.

11.Trustworthy and reliable in handling records and assets.

12.Organized, disciplined, and methodical.

13.Good interpersonal and communication skills.

14.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.
• Willingness to work in a rural project setting.

• 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.