Receiving and Quality Control Officer

Job Overview

The Receiving and Quality Control Officer is responsible for receiving, inspecting, verifying, documenting, and recording goods delivered to the company. The role ensures that all incoming goods meet the required quantity, quality, specifications, and documentation standards before being accepted into inventory or released for use.

The Officer also monitors stock transfers, customer and supplier returns, damaged goods, and non-conforming products while maintaining accurate inventory records and coordinating with Procurement, Finance, Imports, Production, and Stores.

Key Responsibilities

• Receive and verify local and imported deliveries, stock transfers, and authorised customer or supplier returns.
• Confirm that delivered goods match purchase orders, delivery notes, packing lists, invoices, and other relevant documents.
• Count, measure, and inspect goods to verify quantities, item descriptions, specifications, packaging, and physical condition.
• Identify damaged, defective, contaminated, incomplete, or incorrectly supplied goods and report discrepancies promptly.
• Prepare Goods Received Notes (GRNs) and accurately record accepted goods in Tally or the designated inventory management system.
• Ensure receiving records and system entries are accurate, complete, and processed promptly, normally within the same working day.
• Coordinate with Procurement, Imports, Finance, Inventory, Production, and Stores to resolve receiving discrepancies and documentation issues.
• Label and segregate accepted, rejected, damaged, quarantined, and pending-inspection goods to prevent unauthorised use or dispatch.
• Ensure accepted goods are properly handed over to the relevant storage areas with accurate documentation and traceability.
• Prepare non-conformance, damage, and discrepancy reports and follow up on corrective actions and authorised resolutions.
• Inspect returned goods, document their condition, and coordinate approved replacements, supplier returns, repairs, or other authorised actions.
• Conduct quality checks on stock, production materials, work in progress, and dispatch-ready goods where assigned.
• Maintain receiving registers, inspection records, returns records, and supporting documents for reconciliation and audit purposes.
• Prepare periodic reports on goods received, accepted and rejected quantities, discrepancies, returns, and outstanding issues.
• Identify recurring supplier, handling, storage, and quality problems and recommend improvements.
• Coordinate receiving activities and guide assigned staff on inspection, documentation, and safe handling procedures.
• Maintain a clean, organised, and secure receiving area and comply with company safety and quality procedures.

Authority and Accountability

The Officer is authorised to verify deliveries, prepare receiving documents, report discrepancies, and hold or segregate goods requiring further inspection or approval.

The Officer must not independently approve write-offs, disposals, stock adjustments, or the release of quarantined goods without the required authorisation. All inspection findings and inventory records must be accurate, objective, and properly documented.

Required Skills and Competencies

• Knowledge of goods receiving, quality inspection, inventory control, and documentation procedures.
• Ability to count, measure, inspect, and reconcile goods against supporting documents.
• Experience with Goods Received Notes (GRNs), stock records, and inventory management systems.
• Computer skills, including Tally or other ERP systems and Microsoft Excel.
• Strong attention to detail, accuracy, organisation, and time management.
• Good analytical, problem-solving, reporting, and communication skills.
• Integrity, accountability, and the ability to follow established procedures.
• Ability to coordinate effectively with different departments, suppliers, and transporters.
• Knowledge of safe handling, storage, and workplace safety practices.
• Ability to identify discrepancies, escalate quality concerns, and support continuous improvement.

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