How Do I Create Effective KRA, KPI, and Competency Mapping for a Store Executive Role?

Dear Seniors, please help me to prepare KRA, KPI, and Competency Mapping for the below position:

Job Description - Executive - Stores

Designation: Executive
Department: Stores
Education: BA
Experience: 09 Years
Team Strength: 01 Store Assistant - (Graduate Level)

Roles & Responsibilities:

1. Preparing GRN
2. Daily stock updating
3. Daily sales report updating
4. Preparing reconciliation statements vendor-wise, customer-wise
5. Preparing sales invoices
6. Arranging vehicles for dispatching finished material
7. Issuing material to different departments
8. Checking and verifying transporters' bills
9. Maintaining consumable items
10. Maintaining records of RM, WIP, FG, and consumables

Thanks in anticipation...!!!

Dear Prashant, please check my following reply to the previous post. You will get a lot of KPIs for the stores. Based on this, you can make the KRAs. Link.

Secondly, I have some observations regarding your JD. My comments are given in *italics*.

Roles & Responsibilities:

1. Preparing GRN
2. Daily Stock updating
*[Yes, I accept both the above].*

3. Daily Sales Report Updating
*Why would stores do this job and not sales? Other members may comment on this.*

4. Preparing reconciliation statements vendor-wise, customer-wise
*Why would stores do this job? The preparation of vendor-wise statements is the Purchase department's responsibility, and the preparation of customer-wise statements is the sales department's responsibility.*

5. Preparing Sales Invoice
*Stores have nothing to do with sales invoices. You may click here to know more about sales invoices.*

6. Vehicle arrangement for dispatching finished material
7. Issuing material to different departments
*[Agreed for both the above points].*

8. Checking & verifying transporter's bills
*Why would stores do this job? Why not the purchase department?*

9. Maintaining consumable items
10. Maintaining Records of - RM, WIP, FG, Consumables
*Point No 9 overlaps with point No 10. I have a small query regarding point 6 as well. Do you have only one stores personnel who takes care of raw material and finished goods also? In big companies, a warehouse assistant handles finished goods, whereas stores manage raw material and other consumables.*

Final comments:
a. Maintaining inventory accuracy is the No. 1 challenge. If that is achieved, everything else becomes secondary.
b. In your JD, you have not written anything about ABC Analysis, FSN Analysis, stores layout, safety, and security, etc.
c. Another important ratio for which stores are responsible is the "Inventory Shrinkage Ratio."
d. Mere graduation as a qualification is not sufficient. I recommend employing someone with DMM as well.
e. Many times, stores professionals feign ignorance on how to calculate the "Inventory Turnover Ratio" (ITR) and the calculation of "Inventory Carrying Cost." They should know how to do this as well.

I have provided the above comments without knowing much about your business. What is the area in Sq Ft of your stores? How many persons work there? What software do you use?

Ok...

Dinesh V Divekar

Dear Prashant, I notice that you have been a member here longer than I have. Dinesh Divekar has provided a comprehensive response considering the limited information. Therefore, I would like to ask a few questions.

Questions for Further Clarification

Could you please share what your role is and the size of the company you work for? Additionally, what is your overall experience, both in general and within your current organization? Have you made any efforts to gather information on your own before reaching out to senior members at CiteHR?

Thank you for your cooperation.

Best regards,
[Your Name]

I have made my comments below:

1. Preparing GRN

2. Daily Stock Updation

*Yes, I accept both of the above.*

3. Daily Sales Report Updation

*Why should stores handle this job instead of sales? Other members may comment on this.* - We have a team of 3 people to oversee Purchase, Store, and Dispatch.

4. Preparing Reconciliation Statements Vendor-wise and Customer-wise

*Why should stores handle this job? The preparation of vendor-wise statements is the responsibility of the Purchase department, and the preparation of customer-wise statements is the responsibility of the Sales department.* - Because this person reports to the SCM Manager (who also handles purchase).

5. Preparing Sales Invoice

*Stores have no involvement in sales invoices.* - The Dispatch person reports to the Executive in Stores. You may click here to learn more about sales invoices.

6. Vehicle Arrangement for Dispatching Finished Material

7. Issuing Material to Different Departments

*I agree with both of the above points.*

8. Checking and Verifying Transporter's Bills

*Why should stores handle this job? Why not the purchase department?* - His reporting authority is the SCM Manager.

9. Maintaining Consumable Items

10. Maintaining Records of - RM, WIP, FG, Consumables

*Point No. 9 overlaps with Point No. 10. I have a small query regarding Point 6 as well. Do you have only one stores personnel who takes care of raw material and finished goods? In large companies, a warehouse assistant handles finished goods, while stores manage raw materials and other consumables.* - So, overall, the SCM Department consists of 01 SCM Manager, 01 Stores Executive, and 01 Junior Executive Stores. The SCM Manager reports to the Plant Head.

Regards,