GES Promotion Interview Questions & Answers (Stores)

QUESTION 1

AS A STOREKEEPER OF WHAT IMPORTANCE IS THE STORES RECEIPT ADVICE (SRA) TO YOU?

1. It serves as a source of entry into the store ledger for stores received.

2. It serves as evidence of stores having been taken on charge and therefore being in the custody of the Storekeeper unless issued out upon authorization.

QUESTION 2

WHAT DOCUMENTS DO YOU NEED TO TAKE STORES ON CHARGE?

The required documents are:

1. The triplicate copy of the Purchase Order (P.O),

2. The supplier’s invoice and

3. Waybill.

The comparison of the triplicate copy of the P.O. and the waybill will enable the Storekeeper to know whether the order placed has been fully delivered or not.

QUESTION 3

IF THE HEADMASTER OR ACCOUNTANT REQUESTS TO KEEP A COPY OF THE STORE KEYS FOR THE SAKE OF EMERGENCY WHAT WOULD YOU DO AS A STOREKEEPER?

It should be refused because the Stockeeper is solely accountable for all stores under his charge as well as the general security of the stores.

QUESTION 4

WHAT DOCUMENTS OR BOOKS SHALL THE STOREKEEPER USE TO SUPPORT THE ISSUE OF STORES?

The following documents and books shall be used to support the issue of stores:

1. A properly authorized requisition form or student order form,

2. Stores Issue Voucher, (SIV) and

3. Store Ledger / Tally Card.

QUESTION 5

WHAT ARE THE RELEVANT RECORDS THAT THE STOREKEEPER OF AN INSTITUTION NEEDS TO KEEP?

The relevant documents to be kept by the Storekeeper of an institution include the following:

1. A stores ledger for recording receipt and issue of stores,

2. Bin cards for all items in store especially those meant for sale and frequent issues,

3. Master inventory of furniture, equipment, text books issued out,

4. Local inventories for classroom, offices, bungalows, kitchen, dining hall, etc.

5. Unserviceable ledger for breakages, damages, obsolete or expired stores and library books.

6. In addition the storekeeper will require, SRA/SRV and SIV to facilitate the receipt and issue of stores.

QUESTION 6

WHAT BOOKS/DOCUMENTS DOES THE STOREKEEPER NEED TO FACILITATE THE RECEIPT AND ISSUE OF STORES?

The storekeeper needs the following to facilitate the receipt and issue of stores:

1. Supplier’s Invoice and Waybill.

2. Stores Receipt Advice / Stores Receipt Voucher (SRA/SRV).

3. Stores Issue Voucher (SIV).

4. Stores Ledger.

5. Tally Cards.

6. Authorized Requisition/ Student order form.

QUESTION 7

WHAT PROCEDURE SHOULD A STOREKEEPER FOLLOW TO ISSUE STORES?

The Storekeeper needs an authorized requisition form/student order form and stores issue voucher (SIV) to support the issue of stores.

On receipt of a requisition or student order form the Storekeeper will:

1. Scrutinize it to satisfy himself that it is properly authorized,

2. Look out for the items required and prepare the Stores Issue Voucher (SIV),

3. Carefully count and check the items in the presence of the recipient,

4. Hand over the stores to the recipient after signing the SIV and also handing over the original copy to him,

5. Attach the original copy of the requisition form to the SIV and give the requisition book to the requester and

6. Finally post the duplicate of the SIV to the stores ledger endorsing the SIV with the relevant stores Ledger folio.

QUESTION 8

WHAT ARE SOME OF THE SAFETY MEASURES THAT A STOREKEEPER NEEDS TO MAINTAIN AT HIS STORE?

To ensure the safety of a store the following should be done:

1. He should be solely responsible for the keys of all store rooms under his charge and ensure that such rooms are properly locked before leaving the premises.

2. He should not delegate the duty of securing and locking up of the store rooms to any other person.

3. He should ensure that no unauthorized person gets access to the stores.

4. He should examine daily the window fastenings and the locks on the doors of the store rooms under his charge.

5. He should ensure that the store rooms are kept clean and tidy and are properly ventilated.

6. Store items should be kept separately according to their nature, thus liquid stock away from sacks, sacks and tubers packed on pallets and inflammable items totally away from the general stores.

7. He should examine his stores daily and immediately bring to the notice of the Accountant any case of loss, damage, leakage or deterioration for necessary action.

8. He should ensure that there are functioning fire – fighting appliances placed within easy access to the stores.