Job Description for a Wholesale Sales 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 occupation “Sales Manager (Administrator),” code ДК 003:2010 — 1475.4. Field of work: wholesale trade. Structural unit: ____________________.

1.2. The employee belongs to the “managers” category and reports directly to the commercial director or the head of the enterprise. The workplace and working hours are determined by the employment contract and internal labor regulations.

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

1.4. Qualification requirements: a complete higher education in management at master’s or specialist level, with no work-experience requirement; or a complete higher education in the relevant field, at least two years of professional work experience, and postgraduate education in “Management.” The employee must have competencies in contract-based sales and monitoring the fulfillment of wholesale orders.

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

1.6. The employee must know: the product range, approved wholesale pricing policy, delivery and payment terms; the procedure for preparing contracts, invoices, release and transport documents; procedures for reconciling debts and movement of goods in Torgsoft; and the claims-handling procedure.

1.7. During the employee’s absence, their duties are performed by a person designated by order of the employer, subject to qualification and work-access requirements, the employee’s consent, and payment for substitution in cases established 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 account and within the scope of assigned permissions. They must not share their password with others or change data beyond their authority. They must report identified errors to the responsible employee. Access to personal data is limited to the performance of work duties.

2. Tasks and duties

2.1. Plans wholesale sales in the approved area, identifies requirements for goods and resources, and agrees on targets and the budget with the manager.

2.2. Processes counterparty requests and checks the product range, quantity, and available stock using Torgsoft data and warehouse confirmations.

2.3. Prepares commercial offers based on approved prices, discounts, payment terms, and delivery terms; submits any deviations to the manager for approval.

2.4. Verifies the counterparty’s details and the authority of its representative within the scope of the assigned check; submits documents for legal and financial approval in accordance with the established procedure.

2.5. Prepares contracts, specifications, and orders for approval, and checks that the goods, quantity, price, deadline, delivery method, and responsible parties are consistent.

2.6. Arranges the preparation of invoices and sales documents in the accounting system in use, and checks the Torgsoft data assigned to them against the approved terms; does not alter documents retroactively to conceal deviations.

2.7. Sends the warehouse an approved picking and shipment task, monitors confirmation of readiness, and checks that the actual contents correspond to the order.

2.8. Together with the accounting department, verifies payment or a duly approved deferred-payment arrangement before goods are released; does not independently grant credit terms or change debt limits.

2.9. Agrees on delivery and the set of documents with the logistics specialist, and monitors receipt of proper confirmation that the goods were transferred to the counterparty.

2.10. Handles requests and complaints concerning short deliveries, quality, completeness, and returns; gathers evidence, refers the matter to the manager, and ensures implementation of the approved lawful decision.

2.11. Reconciles fulfilled orders, payments, and debts; prepares a report on results and risks; and refers overdue and disputed obligations to authorized persons for settlement.

2.12. Completes the training and safety 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.

2.13. Immediately informs the direct manager of any threat to life or health, accident, fire, injury, or malfunction. In a hazardous situation, stops the dangerous 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 documents, reliable information, and explanations necessary to perform the job function, within the established access limits.

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

3.3. To report violations and make proposals concerning work organization, preservation of property, safety, and improved service, and to have such proposals considered by the manager.

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

3.5. To exercise the right to remuneration, rest, professional 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, breaches of labor discipline, and violations of 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 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 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 the employer’s right to deduct money from wages outside the lawful grounds and procedure.

4.4. For violations of rules on the preservation of 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. The employee agrees on the plan, prices, and deferred payment with the manager, and the need to replenish the product range with the purchasing specialist.

5.2. The employee sends the approved order to the warehouse and logistics specialist, reconciles invoices, payments, and debts with the accounting department, agrees on contracts and claims with the lawyer, and provides the counterparty with confirmed terms and documents.

5.3. The employee transfers unfinished matters and work results to the employee designated by the manager. They record the transfer of documents, goods, funds, or other valuables in accordance with the established procedure and report unresolved discrepancies.

6. Final provisions

6.1. This instruction enters into force after approval by the employer. Before beginning the relevant work, the employee acknowledges it by signing or by another method agreed upon in accordance with the law that makes it possible to confirm acknowledgment.

6.2. Amendments to this instruction are approved by order of the employer in compliance with labor legislation and applicable rules specific to martial law. 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 receive 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 ____________

Regulatory framework

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