Job Instruction for a Warehouse Clerk (Storekeeper)

Employer name: ____________________

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

JOB INSTRUCTION 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 “Warehouse Clerk (Storekeeper)”, ДК 003:2010 code — 4131. Work area — warehouse inventory accounting and storage. Structural unit: ____________________.

1.2. The employee belongs to the “technical clerks” category and reports directly to the warehouse manager or another manager designated by the employer. The workplace and working schedule are determined by the employment contract and internal work rules.

1.3. The employee is hired and dismissed by an employer’s order on the 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: vocational education in a relevant field, or complete general secondary education and vocational training at the workplace; no work experience requirements. The employee may work independently after training in warehouse procedures, inventory accounting and safe work practices.

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, the employer’s lawful orders, this instruction and the approved documents of their unit.

1.6. The employee must know: the range, units of measurement and identification features of goods; rules for receiving, placing, storing and issuing them; requirements for source documents, inventory accounting and stocktaking; procedures for working with receipts and stock balances in Torgsoft; fire safety rules and safe placement of loads.

1.7. During the employee’s absence, their duties are performed by a person designated by the employer’s order, subject to qualification and work-admission requirements, the employee’s consent and payment for substitution in cases established by law. Transfer of duties does not automatically grant access to the inventory system.

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

2. Tasks and duties

2.1. Receives goods against properly prepared documents and checks the name, quantity, units of measurement, external condition, completeness and labeling within the scope of the assigned inspection.

2.2. Records discrepancies between the actual delivery and the documents and informs the manager. Separates goods whose acceptance or further use requires a decision by an authorized person.

2.3. Records assigned warehouse transactions in Torgsoft on the basis of source documents; checks the correctness of the date, warehouse, goods, quantity and responsible party.

2.4. Places received goods in designated locations, ensures they can be identified and accessed for inventory accounting, and observes the established storage conditions. Keeps aisles and evacuation routes clear.

2.5. Monitors packaging condition, expiry dates and preservation of goods in the assigned warehouse; reports damage, spoilage, unsafe placement or breaches of storage conditions.

2.6. Issues goods against approved documents only to authorized recipients. Before transfer, checks the name, quantity and completeness and ensures receipt is confirmed.

2.7. Reconciles issue records with the actual movement of goods; performs only authorized transactions in Torgsoft and does not create fictitious receipts or write-offs to align stock balances.

2.8. Accepts returned goods against the relevant documents, records their condition and places them separately if a quality check or decision about further sale is required.

2.9. Provides the manager with information about stock balances, shortages of working stock, goods with no movement and replenishment needs. Uses Torgsoft inventory data and checks actual availability when discrepancies arise.

2.10. Keeps source warehouse documents and submits them to accounting within the established deadlines; ensures that an inventory transaction can be matched to its documentary basis.

2.11. Participates in the physical counting, weighing or measuring of goods during stocktaking and provides the committee with documents and explanations. Enters results in Torgsoft only when instructed and on the basis of proper supporting materials.

2.12. Ensures compliance with the established procedure for access to warehouse premises and for handing over keys and documents. Does not allow unauthorized persons access to goods without proper permission.

2.13. Organizes the assigned transfer of goods to order pickers, packers and loaders; does not assign them to operate equipment without the required training and authorization.

2.14. At the end of work, checks that goods are secure, premises are locked and the established warehouse handover procedure is followed; informs the manager about unfinished transactions and unresolved discrepancies.

2.15. To check a discrepancy, compares the actual balance with Torgsoft data and movement documents for the specific goods; checks the period, warehouse and unit of measurement and reports confirmed deviations to the manager. Does not treat an inventory balance as confirmation of actual availability without a physical count.

2.16. Completes occupational safety training and briefings required for the work, as well as mandatory medical examinations in cases established by law. Uses serviceable equipment and issued protective equipment for their intended purpose.

2.17. 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, follows the response and evacuation plan, and does not endanger themselves or others.

3. Rights

3.1. To receive from the manager and responsible employees the documents, reliable information and explanations needed to perform the work function, within the established access rights.

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

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

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

3.5. To exercise the right to remuneration, rest, vocational training and protection of labor rights in accordance with the law. To provide explanations regarding 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 work duties, breach of labor discipline and occupational safety requirements, the employee is liable in accordance with the procedure and limits established by law. Disciplinary sanctions are applied in compliance with the established 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 reimbursement of shortages, or an employer’s right to deduct money from wages outside the lawful grounds and procedure.

4.4. For breaches of the rules for preserving documents, inventory 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 assignments and decisions concerning nonconforming goods from the warehouse manager; receives approved documents for receipt and issue from employees responsible for purchasing and sales.

5.2. Reconciles the goods actually transferred with the receiving clerk, order picker and loader; submits source documents to accounting and information for reconciliation to the stocktaking committee; reports inventory system errors to the person responsible for IT.

5.3. Hands over unfinished matters and work results to the employee designated by the manager. Records the handover of documents, goods, funds or other valuables in accordance with 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 agreed in accordance with the law that makes it possible to confirm acknowledgment.

6.2. Amendments to this instruction are approved by an employer’s order in compliance with labor legislation and applicable provisions relating to martial law. An amendment to the instruction does not replace the proper formalization of a change to the work function, transfer or change to 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 receive a copy.

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

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

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

Legal framework

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