- Receive and store goods correctly.
- Keep stock cards and carry out an inventory.
- Manage issues and losses.
1Receipt and storage
- On arrival: compare the goods with the waybill and the order, count, check quality, record discrepancies and damage before signing.
- Store on pallets, away from walls, by batch, with clear aisles; respect the maximum stacking height.
- Separate hazardous, food, medical and non-food items; some products require a cold chain or controlled temperature.
- A clean, dry, ventilated, secure warehouse (restricted access, controlled keys), with fire extinguishers.
2Stock cards, FIFO and FEFO
Each item has a stock card (paper or software): date, receipt, issue, balance, document reference, signature. The balance must match the physical stock.
- FIFO (first in, first out): items that arrived first are issued first.
- FEFO (first expired, first out): for food and medicines, what expires soonest is issued first.
3Inventories, issues and losses
- A regular physical inventory (for example monthly) by two people, one of whom is independent of the storekeeper; discrepancies are explained and approved.
- Every issue is based on an approved request and a signed issue voucher or waybill.
- Losses (theft, damage, expiry) are declared in a report, never discreetly "corrected" on the card.
- Monitor safety stock and replenishment lead times to avoid stock-outs.
The warehouse after the rainy season
District warehouse
You take charge of a 600 m² warehouse storing therapeutic food, tarpaulins and hygiene kits.
The roof is leaking in one corner, the stock cards have not been updated for three weeks and cartons of therapeutic food expire in two months.
Decision 1 of 3Your first priority?
Decision 2 of 3How do you manage the therapeutic food close to expiry?
Decision 3 of 3The physical count shows 80 fewer tarpaulins than the stock card. What do you do?
Key takeaways
A good storekeeper protects the stock, applies FEFO and documents every discrepancy instead of quietly correcting it.
Exercise: an inventory discrepancy
The stock card shows 1,200 tarpaulins; the inventory counts 1,140. List the possible causes, the checks to carry out (issue documents, data entry errors, theft) and write a short discrepancy report.
Key points
- Check before signing for receipt.
- One stock card per item, always up to date.
- FEFO for food and medicines.
- Regular inventory by two people; no correction without a report.
Further reading: course references
- Logistics Cluster (WFP) (2023). Logistics Operational Guide (LOG). log.logcluster.org
- Sphere Association (2018). The Sphere Handbook: Humanitarian Charter and Minimum Standards in Humanitarian Response. spherestandards.org/fr/manuel-2018
- International Chamber of Commerce (2020). Incoterms 2020. iccwbo.org/business-solutions/incoterms-rules
- UNICEF Supply Division (2022). Supply Manual. www.unicef.org/supply
Daily quiz
3 questions to check what you have learned. Answer them all to complete the day.