Warehouse Management Procedures

- Inspection: Upon arrival of goods, they are inspected for quantity and quality, cross-checking them with the procurement or delivery order.

- Documentation: Received items are logged into the inventory system and proper records are maintained, including delivery notes, invoices, and goods received notes (GRN).

- Labeling: Each item is labeled with relevant information, including description, date received, and stock-keeping unit (SKU) if applicable.

- Categorization: Items are categorized according to their use (e.g., equipment, tools, consumables, spare parts). Critical items may be assigned priority storage locations.

- Shelving and Placement: Goods are placed on shelves or designated areas following a clear layout plan to avoid clutter and to ensure ease of access. Heavier items are placed on lower shelves, while lighter or fragile items are stored on higher or specialized shelves.

- Inventory Zones: The warehouse is divided into zones for efficient management, such as receiving, storage, and dispatch zones.

- Stock Control: A regular stock-check process is in place to track inventory levels. Stock reports are generated periodically (weekly or monthly).

- Reorder Levels: Each item has a pre-determined reorder level. When stock reaches this level, procurement is initiated to avoid shortages.

- Inventory Rotation (FIFO): A First-In-First-Out (FIFO) system is employed to minimize waste and ensure that older stock is used first, especially for items with expiry dates.

- Discrepancies: In case of any discrepancies between recorded and actual stock, investigations are conducted, and corrective actions are taken.

- Access Control: Only authorized personnel have access to the warehouse. Entry and exit logs are maintained for tracking.

- Surveillance: Security cameras and other monitoring systems are in place to ensure constant surveillance and prevent theft or loss.

- Key Holders: The warehouse is kept locked when not in use. A limited number of key holders are designated to maintain security.

- Issuance Requests: Departments or sections of the Ministry submit requisition forms for items needed from the warehouse.

- Approval Process: Issuance is approved by the Warehouse Manager or designated authority before any item is dispatched.

- Log and Record-Keeping: Each dispatched item is recorded in the inventory system, with the details of the department, person collecting the goods, and purpose of the item clearly logged.

- Return Procedure: Any unused or defective items returned to the warehouse must be accompanied by a return form and inspected before being added back into inventory.

- Damaged Goods: Damaged or expired goods are documented, removed from active inventory, and disposed of according to established disposal procedures.

- Cleaning Schedule: The warehouse is regularly cleaned and organized to ensure a safe and functional workspace.

- Equipment Maintenance: Forklifts, trolleys, and other equipment used for handling materials are regularly serviced to ensure smooth operation and avoid breakdowns.

- Hazardous Materials: Special procedures are in place for handling hazardous materials, including appropriate storage and labeling.

- Safety Gear: Personnel working in the warehouse must wear proper safety gear (e.g., gloves, safety boots, helmets).

- Emergency Exits: The warehouse layout includes clearly marked emergency exits and pathways to avoid accidents.

- Weekly/Monthly Reports: Reports summarizing stock levels, inventory movement, and warehouse activity are prepared and submitted to management.

- Audits: Regular internal and external audits are conducted to ensure compliance with warehouse policies and inventory accuracy.

- Staff Training: Warehouse staff receive regular training on inventory systems, safety protocols, and best practices in warehouse management.

- Review and Update of Procedures: Warehouse procedures are periodically reviewed and updated to reflect changes in operational needs and technology advancements.