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
o Maintain an accurate stock register of all spare parts, lubricants and materials.
o Receive, check, label, and properly store incoming items.
o Monitor stock levels and initiate replenishment requests when supplies are low.
o Ensure proper arrangement and organization of items for easy identification and access.
o Perform periodic stock counts (weekly/monthly) and reconcile physical stock with records.
• Issuing and Documentation
o Issue spare parts and lubricants to mechanics and technical staff upon request.
o Ensure all issued items are recorded in the stock register or inventory system.
o Retrieve signed requisition forms and maintain proper documentation for accountability.
o Track usage trends to help forecast future supply needs.
• Storage and Safety
o Maintain cleanliness and orderliness of the storeroom at all times.
o Ensure that all items are stored safely to avoid damage, contamination, or deterioration.
o Implement proper shelf labeling and inventory identification procedures.
• Coordination and Support
o Work closely with the Technical Manager to plan stock needs and maintenance schedules.
o Support mechanics by providing required parts promptly to reduce vehicle downtime.
o Coordinate with procurement on supplier deliveries and verification of purchased items.
o Assist in preparing reports on parts usage, stock levels, and fast-moving items.
o Update and keep track of Generator usage by updating the generator log and tracking Grid Electricity consumption
• Accountability and Reporting
o Prepare weekly and monthly inventory reports for the Technical Manager.
o Report stock discrepancies, shortages, or any suspicious losses immediately.
o Ensure compliance with company policies on asset and stock management.
5. Qualifications and Experience
o High school diploma (WASSCE or equivalent) required;
A certificate or diploma in Supply Chain Management, Warehouse Management, or Procurement is an added advantage.
o Basic training in inventory management or stock control preferred.
o Knowledge of vehicle spare parts, lubricants, and general automotive components is highly desirable.
o At least 2–3 years of experience in inventory, warehouse management, or storeroom operations.
o Experience using stock management tools or simple inventory software (or willingness to learn).
o Demonstrated experience managing stock records, issuing materials, and conducting physical stock inspections.
o Ability to identify common vehicle spare parts and maintenance materials.
o Strong record-keeping and documentation skills, including stock cards and inventory sheets.
o Basic computer skills (Excel, stock management apps, or digital registers).
6. Key Skills and Competencies
o Strong attention to detail and accuracy.
o Good organizational and record-keeping skills.
o Basic knowledge of vehicle spare parts and lubricants (advantage).
o Ability to work independently and manage multiple tasks.
o Integrity, reliability, and strong sense of responsibility.
o Basic computer skills (Excel, inventory software preferred).