Job description for a product range and quality specialist

Employer name: ____________________

APPROVED
Manager’s position ____________________
Signature ____________ First name and surname ____________________
Date ____________________

JOB DESCRIPTION No. ____________
Place of preparation ____________________

1. General provisions

1.1. This instruction defines the tasks, duties, rights, responsibilities and working relationships of the employee in the profession “Товарознавець” (product range and quality specialist), code ДК 003:2010 — 3419. Area of work: product range and quality of goods. Structural unit: ____________________.

1.2. The employee belongs to the “specialists” category and reports directly to the head of the trading unit or the commercial director. The workplace and work schedule are determined by the employment contract and internal work rules.

1.3. The employee is hired and dismissed by the employer’s order on grounds and in accordance with the procedure established by labor legislation. Before starting work, the employee is informed of the job function, working conditions and this instruction.

1.4. Qualification requirements: a bachelor’s or junior specialist’s education in a trade-related field, with no work experience requirement for an ungraded product range and quality specialist position. A qualification category, if provided for in the staffing schedule, is confirmed by the relevant education, experience and qualification assessment results.

1.5. In the work, the employee is guided by the legislation of Ukraine, applicable trade and occupational safety rules, the employment contract, internal work rules, lawful employer orders, this instruction and approved documents of the employee’s unit.

1.6. The employee must know: the classification and consumer properties of goods; requirements for quality, safety, labeling, completeness, receipt and storage; the terms of supply contracts; rules for preparing claims and primary documents; the stocktaking procedure and maintaining product data in Torgsoft.

1.7. During the employee’s absence, the duties are performed by a person designated by the employer’s order, in compliance with qualification and work-access requirements, employee consent, and payment for substitution where required by law. Transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program using their own account and within the rights granted. The employee does not share the password with others, does not change data beyond their authority, and reports errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and duties

2.1. Studies demand and movement of goods using accounting data and requests from trading staff; prepares proposals on the product range, its replenishment, and removal of goods that do not meet the enterprise’s needs.

2.2. Checks agreed supply terms, requirements for quality, completeness, labeling and accompanying documents; communicates the requirements for the needed goods to the employee responsible for procurement.

2.3. Participates in receipt of goods: compares the delivery with the documents, checks condition and completeness using available methods; arranges for competent specialists to be involved when necessary.

2.4. Records discrepancies and prepares materials for a claim to the supplier; ensures that supporting documents and samples are retained if needed for verification.

2.5. Checks that product cards in Torgsoft are correct: name, article number, barcode, unit of measurement and other assigned attributes. Removes duplicates and corrects data only within the access granted.

2.6. Reconciles the recording of goods received, returned and written off against primary documents; provides responsible employees with information about discrepancies without creating accounting transactions without grounds.

2.7. Prepares proposals on prices and revaluation, and checks that approved prices are correctly recorded and shown on price tags. Approves or changes prices independently only when authorized to do so.

2.8. Monitors compliance with storage conditions, product compatibility rules and preservation of consumer properties; identifies goods that are damaged, have a limited shelf life or show signs of non-compliance.

2.9. Arranges the separation of goods that cannot be offered for unrestricted sale and submits proposals to the manager on return to the supplier, verification or another lawful decision.

2.10. Provides sales staff and the employee responsible for the catalog with verified information about product characteristics, completeness and conditions of use; corrects identified inaccurate descriptions within the scope of responsibility.

2.11. Reviews product-related issues raised in customer inquiries, documents the results of available checks and refers them to an authorized person. Does not replace an expert opinion with an unsubstantiated assumption about the cause of a defect.

2.12. Participates in stocktaking at the employer’s decision: checks product identification, condition and actual quantity, compares the results with the accounting records and prepares materials concerning discrepancies.

2.13. Prepares reports on product range, quality, product losses and fulfillment of claims; submits proposals to the manager with specific data and expected results.

2.14. Completes required occupational safety training and briefings, as well as mandatory medical examinations where required by law. Uses serviceable equipment and issued protective equipment as intended.

2.15. Immediately informs the direct manager of a threat to life or health, an accident, fire, injury or malfunction. In a dangerous situation, stops hazardous work, follows the response and evacuation plan, and does not put themselves or others at risk.

3. Rights

3.1. Receive from the manager and responsible employees documents, accurate information and explanations needed to perform the job function, within the established access limits.

3.2. Require provision of serviceable equipment, proper working conditions, necessary materials and personal protective equipment where needed for the work.

3.3. Report violations and submit proposals concerning work organization, safeguarding property, safety and improving customer service; have such proposals considered by the manager.

3.4. Refuse assigned work if a work situation arises that is dangerous to the life or health of the employee or people around them, or poses a risk to the production environment or the natural environment, immediately informing the direct manager or employer.

3.5. Exercise the right to remuneration, rest, professional training and protection of labor rights in accordance with legislation. Provide explanations about the circumstances of violations before a decision on disciplinary action is made.

4. Responsibility

4.1. For culpable failure to perform or improper performance of job duties, breach of labor discipline and occupational safety requirements, the employee is liable in accordance with the procedure and within the limits established by law. Disciplinary sanctions are applied in compliance with the prescribed procedure.

4.2. Material liability arises when the grounds and conditions provided by law exist, for direct actual damage caused by culpable unlawful acts or omissions. Its type and limits are determined by law; the mere fact of a shortage is not grounds for automatically imposing full material liability.

4.3. This instruction does not establish monetary fines, additional disciplinary sanctions, unconditional compensation for shortages, or the employer’s right to deduct money from wages outside the lawful grounds and procedure.

4.4. For breaches of rules on preserving documents, accounting data, property and confidential information, the employee is liable where at fault and within the limits established by law.

5. Working relationships

5.1. Within the scope of authority, coordinates delivery specifications and claim materials with the procurement employee and suppliers; submits proposals on product range and prices to the manager.

5.2. Reconciles the condition and movement of goods with the warehouse and sales staff, provides supporting documents to accounting, and verified characteristics to the employee responsible for the catalog; provides accounting data and explanations to the stocktaking commission.

5.3. Transfers unfinished matters and work results to the employee designated by the manager. Records the transfer of documents, goods, funds or other valuables according to the established procedure; reports unresolved discrepancies.

6. Final provisions

6.1. This instruction takes effect after approval by the employer. Before starting the relevant work, the employee acknowledges it by signature or by another method permitted by law and agreed upon that makes it possible to confirm acknowledgment.

6.2. Amendments to the instruction are approved by employer’s order in compliance with labor legislation and applicable provisions of martial law. Amending the instruction does not replace the proper formalization of a change in job function, transfer or change in essential working conditions.

6.3. A copy of the instruction is kept by the person responsible for personnel records. The employee is given the opportunity to review the current instruction and receive a copy.

Prepared by: position ____________ signature ____________ first name and surname ____________________ date ____________

Agreed by: position ____________ signature ____________ first name and surname ____________________ date ____________

Acknowledged by the employee: first name and surname ____________________ signature ____________ date ____________

Regulatory framework

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