Job Description for a Store Manager

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 profession “Retail Enterprise Manager” (Завідувач підприємства роздрібної торгівлі), ДК 003:2010 code — 1224. Area of work — managing a store. Structural unit: ____________________.

1.2. The employee belongs to the “managers” category and reports directly to the head of the enterprise or another person designated by the employer’s order. 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 the grounds and in accordance with the procedure provided for by labor legislation. Before starting work, the employee is informed of the job function, working conditions and this instruction.

1.4. Qualification requirements: education in economics, management or trade; for a specialist diploma, at least two years of specialist experience in trade; for a bachelor’s or junior specialist qualification, at least three years. Postgraduate education in management is required, except for persons trained in “Management”.

1.5. In their 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 their unit.

1.6. The employee must know: rules for customer service in trade; the range and properties of goods; requirements for their receipt, labeling and storage; organization of staff work; procedures for settlements, preparation of primary documents and inventory; the limits of their personnel and financial authority; and rules for working with Torgsoft data and reports.

1.7. During the employee’s absence, their duties are performed by a person designated by the employer’s order, subject to qualification requirements and requirements for authorization to perform the work, the employee’s consent, and payment for replacement 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 access rights granted. They do not disclose their password or change data beyond their authority. They report errors to the responsible employee. Access to personal data is limited to the performance of work duties.

2. Tasks and duties

2.1. Organizes the store’s daily work, assigns tasks to employees in accordance with their job functions, and ensures that the sales floor is ready to serve customers.

2.2. Prepares work schedules and submits them for approval; monitors compliance with established working hours, breaks and rest periods; and provides the responsible person with accurate information about hours worked.

2.3. Checks product needs against actual stock, sales and employee requests. Reviews product movement and stock data in Torgsoft and submits justified requests to the person responsible for purchasing.

2.4. Organizes receipt of goods by quantity, external condition and accompanying documents; ensures that discrepancies are recorded and claims are submitted to an authorized person.

2.5. Monitors storage conditions, product compatibility, expiry dates and proper labeling; ensures that goods whose safety or quality is reasonably in doubt are separated from goods for sale.

2.6. Checks that accurate information is available to customers and that price tags match approved prices and accounting data. Arranges correction of discrepancies before further sale.

2.7. Monitors compliance with settlement procedures and the issuance of settlement documents. Delimits employees’ authority over discounts, returns, corrections and cash operations in accordance with the employer’s decisions.

2.8. Receives and reviews customer requests and complaints within their authority; arranges verification of the circumstances, proper recording of the outcome, and implementation of a lawful decision concerning exchange, return or product defects.

2.9. Organizes the safekeeping of goods and funds, their handover between shifts, and the provision of documents to accounting. Checks whether transactions recorded in Torgsoft correspond to the actual movement of goods and reports unresolved discrepancies.

2.10. Ensures that inventory is conducted by employer decision, and that goods and documents are prepared and designated employees participate. Does not substitute accounting balances for a physical count and does not approve write-offs without the relevant authority.

2.11. Monitors the serviceability of retail equipment and the accessibility of evacuation routes; submits requests for repairs, cleaning, and the provision of necessary materials and protective equipment to employees.

2.12. Ensures that only trained employees are allowed to work and, for work requiring medical examinations, that the relevant requirements are met. Informs the employer of training and replacement needs.

2.13. Prepares a report for the head of the enterprise on sales, stock, product losses, customer requests and complaints, and completion of store tasks; distinguishes confirmed data from causes of discrepancies that are still being investigated.

2.14. Makes proposals to improve the product range, display, work organization and store expenses. Enters into contracts, approves payments and makes personnel decisions only within the authority granted.

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

2.16. Immediately informs the direct manager of a threat to life or health, an accident, fire, injury or malfunction. In a dangerous situation, stops the hazardous work, acts in accordance with the response and evacuation plan, and does not put themselves or others in danger.

3. Rights

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

3.2. To require serviceable equipment, proper working conditions, necessary materials and personal protective equipment where needed for the work.

3.3. To report violations and submit proposals concerning work organization, property preservation, safety and improved customer service; and to have the manager consider such proposals.

3.4. To refuse assigned work if a workplace situation arises that endangers the life or health of the employee or people around them, or endangers the work environment or the natural environment, immediately informing the direct manager or employer.

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

3.6. To assign tasks to subordinate employees within their job functions, monitor their completion, and submit justified proposals to the employer concerning incentives or review of violations.

4. Responsibility

4.1. For culpable failure to perform or improper performance of work duties, breach of labor discipline and occupational safety requirements, the employee is liable in accordance with the procedure and limits established by legislation. Disciplinary penalties are applied in compliance with the prescribed 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 penalties, unconditional reimbursement of shortages, or an employer’s right to withhold 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 legislation.

5. Work-related relationships

5.1. Receives approved plans, budgets and limits of authority from the head of the enterprise; submits reports and matters requiring a management decision to them.

5.2. Coordinates product needs, deliveries and handling of nonconformities with the purchasing officer and commodity expert; coordinates actual product movement and replenishment of the sales floor with the warehouse and sales assistants.

5.3. Provides primary documents and settlement data to accounting; staff work information to human resources; and reports on hazards and technical failures to the persons responsible for occupational safety and IT.

5.4. Hands over unfinished matters and work results to an employee designated by the manager. Records the handover of documents, goods, funds or other valuables in the prescribed manner; 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 another legally agreed method that enables acknowledgment to be confirmed.

6.2. Amendments to this instruction are approved by employer order in compliance with labor legislation and applicable features of martial law in Ukraine. An amendment to 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 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 ____________

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

Regulatory framework

Torgsoft for accountants

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