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

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