Terms of Reference (ToR) Storeroom Keeper
1. Purpose of the Role
The Storeroom Keeper is responsible for managing, organizing, and safeguarding all spare parts, lubricants, tools, and maintenance materials used for vehicle repairs and servicing. The role ensures efficient stock control, accurate record-keeping, proper issuing of items, and timely replenishment of essential inventory to support smooth fleet maintenance operations.
2.Position Title
Storeroom Keeper

3.Reporting
The Storeroom Keeper reports directly to the Technical Manager and works closely with mechanics, drivers, and procurement staff.
4.Key Responsibilities
•Inventory Management
oMaintain an accurate stock register of all spare parts, lubricants and materials.
oReceive, check, label, and properly store incoming items.
oMonitor stock levels and initiate replenishment requests when supplies are low.
oEnsure proper arrangement and organization of items for easy identification and access.
oPerform periodic stock counts (weekly/monthly) and reconcile physical stock with records.
•Issuing and Documentation
oIssue spare parts and lubricants to mechanics and technical staff upon request.
oEnsure all issued items are recorded in the stock register or inventory system.
oRetrieve signed requisition forms and maintain proper documentation for accountability.
oTrack usage trends to help forecast future supply needs.
•Storage and Safety
oMaintain cleanliness and orderliness of the storeroom at all times.
oEnsure that all items are stored safely to avoid damage, contamination, or deterioration.
oImplement proper shelf labeling and inventory identification procedures.
•Coordination and Support
oWork closely with the Technical Manager to plan stock needs and maintenance schedules.
oSupport mechanics by providing required parts promptly to reduce vehicle downtime.
oCoordinate with procurement on supplier deliveries and verification of purchased items.
oAssist in preparing reports on parts usage, stock levels, and fast-moving items.
oUpdate and keep track of Generator usage by updating the generator log and tracking Grid Electricity consumption
•Accountability and Reporting
oPrepare weekly and monthly inventory reports for the Technical Manager.
oReport stock discrepancies, shortages, or any suspicious losses immediately.
oEnsure compliance with company policies on asset and stock management.
5.Qualifications and Experience
oHigh school diploma (WASSCE or equivalent) required;
A certificate or diploma in Supply Chain Management, Warehouse Management, or Procurement is an added advantage.
oBasic training in inventory management or stock control preferred.
oKnowledge of vehicle spare parts, lubricants, and general automotive components is highly desirable.
oAt least 2–3 years of experience in inventory, warehouse management, or storeroom operations.
oExperience using stock management tools or simple inventory software (or willingness to learn).
oDemonstrated experience managing stock records, issuing materials, and conducting physical stock inspections.
oAbility to identify common vehicle spare parts and maintenance materials.
oStrong record-keeping and documentation skills, including stock cards and inventory sheets.
oBasic computer skills (Excel, stock management apps, or digital registers).
6. Key Skills and Competencies
oStrong attention to detail and accuracy.
oGood organizational and record-keeping skills.
oBasic knowledge of vehicle spare parts and lubricants (advantage).
oAbility to work independently and manage multiple tasks.
oIntegrity, reliability, and strong sense of responsibility.
oBasic computer skills (Excel, inventory software preferred).