Gemstone In-Warding Officer

Job Purpose

To manage the end-to-end in warding of gemstones received from gemstone vendor partners, ensuring accurate receipt, verification, documentation, system entry, identification, tagging and handover to the relevant internal teams.

The role will ensure that gemstones are in warded accurately, efficiently and with complete traceability, while coordinating closely with Gemstone Sourcing, Internal Quality, Planning, Finance and vendor partners.

Key Responsibilities

A. Gemstone Receipt & Physical In warding

• Receive gemstone consignments against approved Purchase Orders / MTO / Proto / Outright procurement requirements.
• Verify physical receipt against:
• Purchase Order
• Vendor invoice
• Delivery challan
• Packing list
• Gemstone bags / packets
• Quantity and weight
• Ensure all received gemstones are properly identified and segregated by vendor, PO, SKU and requirement.
• Report any shortage, excess, mismatch or physical damage immediately.

Quality Coordination

• Coordinate with the Internal Quality / Gemstone Quality team for inspection and approval of received gemstones.
• Ensure gemstones are not released for further use until applicable quality checks are completed.
• Segregate and clearly identify approved, rejected, hold and pending-inspection gemstones.
• Maintain records of quality rejection and replacement cases.
• Coordinate with vendors for replacement / correction of rejected gemstones.

 SKU & Specification Verification

• Verify gemstone SKU and specifications against approved requirements.
• Check parameters such as:
• Gemstone type
• Colour
• Shape
• Size
• Quantity
• Weight / carat
• Cut
• Quality grade
• IBD declaration, wherever applicable
• Identify any discrepancy between ordered and received gemstones.
• Ensure correct SKU identification and avoid SKU / product mismatch during in warding.

System In warding & Documentation

• Complete timely and accurate ERP / system in warding of gemstone receipts.
• Ensure all required documentation is available before system entry.
• Maintain accurate records of:
• PO number
• Vendor
• SKU
• Quantity
• Carat / weight
• Invoice details
• Receipt date
• Quality status
• Storage location
• Coordinate with Finance / Commercial teams for invoice and documentation-related discrepancies.

Gemstone Bagging, Tagging & Identification

• Ensure proper bagging, tagging and identification of inwarded gemstones.
• Maintain traceability from vendor → PO → inward → gemstone bag → stock / issue.
• Ensure correct labels / tags are attached to gemstone bags.
• Prevent mixing of gemstones across vendors, SKUs, qualities or orders.
• Maintain appropriate segregation of high-value and critical gemstones.

 Stock Handover & Inventory Coordination

• Coordinate with the Gemstone Planning / Inventory team for stock update and allocation.
• Ensure inwarded gemstones are handed over to the appropriate location / team after quality clearance.
• Support physical stock reconciliation.
• Participate in periodic stock verification and cycle counting.
• Identify and report stock discrepancies promptly.

 Vendor Coordination

• Communicate inward discrepancies to gemstone vendors, including:
• Short quantity
• Excess quantity
• Wrong SKU
• Wrong quality
• Colour mismatch
• Size / dimensional mismatch
• Damaged stones
• Documentation issues
• Follow up for timely resolution, replacement or credit note as applicable.
• Maintain vendor-wise inward discrepancy records.

 Reconciliation & MIS

• Prepare daily / weekly inwarding MIS.
• Track:
• Pending inwarding
• Pending quality inspection
• Rejected gemstones
• Vendor replacement
• PO pending
• Quantity / weight mismatch
• System vs physical stock
• Support monthly physical and system reconciliation.
• Escalate ageing inwarding cases and unresolved discrepancies.

 Key Performance Indicators (KPIs)

• In warding accuracy
• In warding turnaround time
• System vs physical stock accuracy
• SKU / quantity / carat mismatch reduction
• Documentation accuracy
• Reconciliation accuracy
• Pending inward ageing
• Vendor discrepancy closure time
• Traceability compliance
• Inventory loss / error prevention

 Key Competencies

Technical Competencies

• Basic knowledge of coloured gemstones
• Understanding of gemstone SKUs, sizes, shapes and specifications
• Basic knowledge of gemstone weight / carat measurement
• ERP / inventory transaction knowledge
• Strong Excel and MIS skills
• Understanding of inventory control and reconciliation
• Basic knowledge of jewellery / gemstone supply chain

Experience

• Preferably 2–4 years of experience in inventory, in warding, stores, procurement operations, jewellery or gemstone operations.
• Experience in ERP-based in warding / inventory management will be preferred.
• Candidates with gemstone / jewellery industry exposure will have an added advantage.