Job Description for an Inventory Management Commodity 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 an employee in the occupation “Товарознавець” (goods specialist), code ДК 003:2010 — 3419. Area of work: inventory management. Structural unit: ____________________.

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

1.3. The employee is hired and dismissed by the employer’s order on the grounds and according to the procedure provided by labor legislation. Before starting work, the employee is informed of the job duties, working conditions, and this instruction.

1.4. Qualification requirements: a bachelor’s or junior specialist-level education in trade; no work experience required for a goods specialist without a category. The employee must have skills in analyzing the movement of goods, planning requirements, and checking accounting data.

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

1.6. The employee must know: product ranges, characteristics, and storage conditions; methods for assessing demand, turnover, and stock requirements; delivery lead times; rules for recording movement, stocktaking, and working with stock balances and sales in Torgsoft.

1.7. During the employee’s absence, their duties are performed by a person appointed by the employer’s order, subject to qualification and work-access requirements, the employee’s consent, and compensation for substitution where required by law. The transfer of duties does not automatically grant access to the accounting system.

1.8. The employee works in the Torgsoft accounting program under their own user account and within the access rights granted. They must not share their password, make changes to data beyond their authority, and must report errors to the responsible employee. Access to personal data is limited to the performance of job duties.

2. Tasks and Duties

2.1. Collects and checks data on stock balances, sales, expected receipts, and unfulfilled orders; defines the analysis period and scope so that incomparable indicators are not mixed.

2.2. Analyzes the movement of goods using available Torgsoft data, compares it with seasonality, delivery lead time, and the agreed assortment; reports missing or questionable data.

2.3. Prepares proposals on required stock levels and replenishment by product group, substantiating the quantity, timing, and priority of the request.

2.4. Checks actual need before placing a repeat order, takes agreed deliveries into account, and forwards approved requests to the purchasing specialist without duplication.

2.5. Identifies excess stock, goods with no movement, and risk of shortages; proposes lawful measures for replenishment, redistribution, or assortment changes.

2.6. Compares expiry dates and storage conditions with the expected period of sale; informs the manager about goods requiring a decision as a priority.

2.7. Checks the reasons for negative or otherwise unusual stock balances within the scope of access, compares documents with actual transactions, and forwards errors to the person responsible for accounting.

2.8. Coordinates with the warehouse and stores to check the actual availability of problematic items; does not change stock balances to achieve a target indicator.

2.9. Participates in planning stocktakes and analyzing approved results, distinguishing accounting errors from confirmed loss of goods.

2.10. Monitors the results of approved requests and inventory measures, assesses changes in shortages, excess stock, and turnover, and submits a report to the manager.

2.11. Coordinates with the goods specialist responsible for quality on the reasons for restricting sales and the need to inspect goods; submits proposals on prices or write-offs for approval.

2.12. Completes occupational safety training and briefings required for the work, as well as mandatory medical examinations where prescribed by law. Uses serviceable equipment and issued protective equipment for their intended purpose.

2.13. Immediately informs the direct manager of any threat to life or health, accident, fire, injury, or malfunction. In a dangerous situation, stops the hazardous work, follows the response and evacuation plan, and does not expose themselves or others to danger.

3. Rights

3.1. Obtain from the manager and responsible employees documents, reliable information, and explanations necessary to perform job duties, within the established access rights.

3.2. Require 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, preservation of property, safety, and improvement of service; have the manager consider such proposals.

3.4. Refuse assigned work if a work situation arises that is dangerous to the life or health of the employee, people around them, the work environment, or the 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. Liability

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

4.2. Material liability arises where 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 legislation; 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 reimbursement for shortages, or the employer’s right to deduct money from wages outside the lawful grounds and procedure.

4.4. For violations 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. Job-related Working Relationships

5.1. Receives confirmed delivery dates from the purchasing specialist, information on demand from the sales manager and stores, and data on actual availability from the warehouse.

5.2. Submits proposals on stock to the head of supply or commercial director; reconciles documented reasons for discrepancies with the accounting department and the condition and suitability of goods with the goods specialist.

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 signing or by another method permitted by law that makes it possible to confirm acknowledgment.

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

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

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

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

I have read and understood the instruction: first name and surname ____________________ signature ____________ date ____________

Legislative References

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