Job Summary:

The Documentation Clerk is responsible for maintaining accurate and up-to-date records of all warehouse activities, including the receipt, storage, processing, and dispatch of Agriculture Commodities. The role ensures data integrity, traceability, and compliance with company policies and audit standards, supporting smooth warehouse operations and inventory management.

Key Responsibilities:

Record Management

• Maintain accurate records of all Agriculture Commodities received, stored, and dispatched from the warehouse.
• Update stock cards, bin cards, or warehouse management systems daily.
• Ensure all supporting documents (weighbridge tickets, delivery notes, quality reports, and GRNs) are properly filed and retrievable.
• Track lot numbers and batch movements for traceability.

Documentation & Reporting

• Prepare daily, weekly, and monthly warehouse inventory reports.
• Reconcile stock records with physical counts and report discrepancies promptly.
• Support audits by providing accurate documentation and assisting with stock verification.
• Archive old records in compliance with company policy and regulatory requirements.

Coordination & Communication

• Collaborate with warehouse, quality, and logistics teams to ensure accurate data flow.
• Verify and cross-check entries from weighing and dispatch officers.
• Communicate any inconsistencies or missing information to the Warehouse Manager.

Compliance & Data Integrity

• Ensure all warehouse documentation meets company standards and client or export requirements.
• Protect sensitive operational data and ensure confidentiality.
• Adhere to food safety and traceability protocols for pulses.

Qualifications & Requirements:

• Diploma or Certificate in Record Management, Logistics, Business Administration, or related field.
• Minimum of 1–3 years of experience in record keeping, warehousing, or inventory control (experience in pulses or grain industry is an advantage).
• Proficient in Microsoft Office (Excel, Word) and familiar with inventory or ERP systems.
• Strong attention to detail and organizational skills.
• Good communication and teamwork abilities.

Key Competencies:

• Accuracy and reliability
• Integrity and accountability
• Strong documentation and reporting skills
• Analytical and problem-solving abilities
• Ability to work under pressure and meet deadlines

Working Conditions:

• Based primarily in the warehouse office with regular interaction with warehouse floor operations.
• May involve extended hours during peak procurement or export seasons.
• Must adhere to warehouse safety and food handling standards.
• May be assigned to another related role, or post/location at any time during the contract period.

• Maintain accurate records of all Agriculture Commodities received, stored, and dispatched from the warehouse.
• Update stock cards, bin cards, or warehouse management systems daily.
• Ensure all supporting documents (weighbridge tickets, delivery notes, quality reports, and GRNs) are properly filed and retrievable.
• Track lot numbers and batch movements for traceability.
• Prepare daily, weekly, and monthly warehouse inventory reports.
• Reconcile stock records with physical counts and report discrepancies promptly.
• Support audits by providing accurate documentation and assisting with stock verification.
• Archive old records in compliance with company policy and regulatory requirements.
• Collaborate with warehouse, quality, and logistics teams to ensure accurate data flow.
• Verify and cross-check entries from weighing and dispatch officers.
• Communicate any inconsistencies or missing information to the Warehouse Manager.
• Ensure all warehouse documentation meets company standards and client or export requirements.
• Protect sensitive operational data and ensure confidentiality.
• Adhere to food safety and traceability protocols for pulses.

• Accuracy and reliability
• Integrity and accountability
• Strong documentation and reporting skills
• Analytical and problem-solving abilities
• Ability to work under pressure and meet deadlines
• Proficient in Microsoft Office (Excel, Word)
• Familiar with inventory or ERP systems
• Strong attention to detail
• Organizational skills
• Good communication abilities
• Teamwork abilities

• Diploma or Certificate in Record Management, Logistics, Business Administration, or related field.
• Minimum of 1–3 years of experience in record keeping, warehousing, or inventory control (experience in pulses or grain industry is an advantage).