Job Purpose
To implement strong internal controls through segregation of duties:
Own procurement process end-to-end (sourcing to purchase order).
Control system entries for inventory movements (especially goods receipts, deliveries/issues, and transfers) to prevent stores/warehouse staff from directly recording transactions in the ERP/system.
Coordinate with Finance for payment processing without handling actual payments.
Ensure manufacturing data keying (e.g., production consumption, output, WIP) remains with the Manufacturing Operations Manager for operational accountability.
Key Responsibilities
Procurement Management
Procurement (40%)
Manage end-to-end procurement for all goods, services, and raw materials (sourcing, supplier evaluation,Request for Quotation (RFQ), negotiation, generate purchase orders).
Maintain approved supplier list, track supplier lead times and contracts.
Ensure all purchases follow approved budgets and authorization limits.
Hand over approved invoices / GRN-matched documents to Finance for payment processing (no direct payment authority).
Inventory Systems & Controls (35%)
Perform all system entries for:
Goods Receipts / Inbound deliveries from suppliers.
Issues / Deliveries to manufacturing, other departments, or customers (based on authorized requisitions).
Stock transfers, adjustments, and returns.
Reconcile physical stock counts (led by stores team) with system records and investigate variances.
Prevent stores/warehouse staff from making direct delivery or receipt entries in the system (they prepare supporting documents only; this role validates and keys).
Monitor stock levels, reorder points, and aging to minimize obsolescence and stock-outs.
Enforce FIFO/FEFO or other inventory policies in the system.
Coordination & Reporting (15%)
Work closely with the Manufacturing Operations Manager (who handles production keying: material consumption, output recording, etc.).
Coordinate closely with finance: Submit approved supplier documents,Submit PO, GRN, and supplier invoices.Monitor payment status,Reconcile supplier statements.
Provide accurate inventory reports to Management, Finance, and Operations.
Support internal and external audits on inventory and procurement.
Identify and implement process improvements for cost savings and control.
Compliance & Other (10%)
Ensure all transactions comply with company policies and internal control framework.
Train stores and relevant staff on documentation requirements.
Handle supplier queries related to deliveries and documentation.
Required Qualifications & Skills
Bachelor's degree in Supply Chain, Business, Accounting, or related field.
1-2+ years experience in procurement, inventory control, or stores management in a manufacturing or distribution environment.
Strong ERP/system skills (experience with SAP, Odoo, Dynamics, or similar).
Knowledge of internal controls, segregation of duties, and audit requirements.
Analytical, detail-oriented, and high integrity.
Good negotiation and communication skills.
Key Performance Indicators (KPIs)
Procurement
% of purchases on approved suppliers / contracts: Target ≥ 95%
Average cost savings / value add through negotiation: Target 5-8% annually
Purchase Order cycle time (from requisition to PO): Target < 5 business days
% of on-time supplier deliveries: Target ≥ 90%
Inventory Controls & Accuracy
Inventory accuracy (System vs Physical): Target ≥ 98%
Stock variance value as % of total inventory: Target < 1%
Stock-out incidents for critical items: Target 0 or < 2 per quarter
Obsolete / slow-moving stock value reduction: Target 10-15% year-on-year
Systems & Process
% of inventory transactions entered by this role (vs others): Target 95%+ (for receipts, issues, adjustments)
Timely matching and handover to Finance (GRN vs Invoice): Target 100% within 3 days of receipt
Audit findings related to inventory/procurement: Target 0 major findings
Overall
Inventory turnover ratio improvement (or achievement of target set by management).
Employee / stakeholder feedback on service and controls (survey score).
Timely and accurate monthly inventory reports.
Compensation
Monthly Net Salary:
KES 30,000