Background

Adept Systems is a Kenyan company established in 1994, providing a full range of management consultancy services in the areas of human resources.

Responsibilities

The Inventory Controller will collaborate closely with the procurement, production, quality control, finance, and logistics teams to ensure seamless material flow and inventory accuracy. This position demands strong attention to detail, proficiency in ERP systems, sound knowledge of warehouse management principles, and the ability to manage inventory risks while driving continuous improvement in stock management practices.

Key Responsibilities

Inventory Planning & Control

• Maintain optimal stock levels to ensure uninterrupted operations.
• Conduct regular stock analysis to identify consumption trends, overstocked items, and potential shortages.
• Implement demand-based replenishment strategies to align inventory with production requirements.

Receiving & Inspection

• Verify incoming raw materials, spare parts, and supplies against purchase orders and delivery notes.
• Conduct quality checks and coordinate with the Quality Control team for material approvals prior to acceptance.
• Record and report discrepancies, damages, or shortages to the procurement and finance teams for timely resolution.

Storage & Warehouse Organization

• Ensure systematic storage based on material categories, handling requirements, and safety classifications.
• Implement and maintain 5S and safety standards across all warehouse and stores areas.
• Manage batch control, lot tracking, and shelf-life monitoring, applying FIFO/FEFO principles to minimise waste and obsolescence.

Inventory Recording & Documentation

• Maintain accurate and up-to-date stock records in SAP or applicable ERP systems.
• Perform daily, weekly, and monthly stock reconciliations to ensure system records align with physical inventory.
• Prepare Goods Received Notes (GRNs), material issue slips, and stock movement reports in a timely and accurate manner.

Issuance & Dispatch

• Issue materials to production and other departments based on approved requisitions, ensuring proper authorisation.
• Ensure correct picking, packing, and labelling of materials for internal issuance and outbound dispatch.
• Coordinate with the logistics team to facilitate timely dispatch of materials and finished goods as required.

Physical Stock Verification

• Conduct scheduled cycle counts and participate in annual physical stock audits.
• Investigate stock variances, determine root causes, and implement corrective actions to resolve discrepancies.
• Implement preventive measures and internal controls to minimise stock losses and count variances.

Loss Prevention & Security

• Monitor and manage inventory risks including pilferage, obsolescence, damage, and material expiry.
• Implement appropriate controls for restricted-access areas, high-value materials, and hazardous substances.

Vendor & Internal Coordination

• Coordinate with the procurement team on material replenishment needs, lead times, and reorder points.
• Communicate material shortages, slow-moving items, and overstock situations to relevant stakeholders promptly.
• Work closely with production, finance, and quality assurance teams to support operational continuity and accurate cost reporting.

Compliance & Reporting

• Ensure full adherence to company Standard Operating Procedures (SOPs), procurement policies, and regulatory guidelines.
• Prepare and submit periodic inventory reports including stock status, aging analysis, and consumption trend reports to management.
• Maintain comprehensive documentation to support internal audits, external regulatory inspections, and financial reporting requirements.

Continuous Improvement

• Identify and implement optimisations in storage layouts and material handling workflows to improve efficiency.
• Identify cost-saving opportunities in inventory holding, including reduction of excess stock and elimination of obsolete materials.
• Support digitalization and automation initiatives in warehouse operations, including ERP enhancements and barcode/RFID adoption.

Qualifications and Experience

Academic and Professional Qualifications

• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, Commerce, or a related field.
• Professional certifications such as CIPS, Diploma, or KISM certification are an added advantage
• Certification or training in warehouse management, inventory control, or stores management is an added advantage.

Experience

• Minimum of 7 years of inventory control, warehousing, or stores management experience, preferably in a manufacturing, industrial, construction, or FMCG environment.
• Experience in cement manufacturing, heavy industry, or chemical processing is a strong advantage.
• Demonstrated experience conducting stock counts, reconciliations, and generating inventory reports.
• Proficiency in SAP
• Strong working knowledge of Microsoft Office Suite, particularly Excel for data analysis and reporting.

• Maintain optimal stock levels to ensure uninterrupted operations.
• Conduct regular stock analysis to identify consumption trends, overstocked items, and potential shortages.
• Implement demand-based replenishment strategies to align inventory with production requirements.
• Verify incoming raw materials, spare parts, and supplies against purchase orders and delivery notes.
• Conduct quality checks and coordinate with the Quality Control team for material approvals prior to acceptance.
• Record and report discrepancies, damages, or shortages to the procurement and finance teams for timely resolution.
• Ensure systematic storage based on material categories, handling requirements, and safety classifications.
• Implement and maintain 5S and safety standards across all warehouse and stores areas.
• Manage batch control, lot tracking, and shelf-life monitoring, applying FIFO/FEFO principles to minimise waste and obsolescence.
• Maintain accurate and up-to-date stock records in SAP or applicable ERP systems.
• Perform daily, weekly, and monthly stock reconciliations to ensure system records align with physical inventory.
• Prepare Goods Received Notes (GRNs), material issue slips, and stock movement reports in a timely and accurate manner.
• Issue materials to production and other departments based on approved requisitions, ensuring proper authorisation.
• Ensure correct picking, packing, and labelling of materials for internal issuance and outbound dispatch.
• Coordinate with the logistics team to facilitate timely dispatch of materials and finished goods as required.
• Conduct scheduled cycle counts and participate in annual physical stock audits.
• Investigate stock variances, determine root causes, and implement corrective actions to resolve discrepancies.
• Implement preventive measures and internal controls to minimise stock losses and count variances.
• Monitor and manage inventory risks including pilferage, obsolescence, damage, and material expiry.
• Implement appropriate controls for restricted-access areas, high-value materials, and hazardous substances.
• Coordinate with the procurement team on material replenishment needs, lead times, and reorder points.
• Communicate material shortages, slow-moving items, and overstock situations to relevant stakeholders promptly.
• Work closely with production, finance, and quality assurance teams to support operational continuity and accurate cost reporting.
• Ensure full adherence to company Standard Operating Procedures (SOPs), procurement policies, and regulatory guidelines.
• Prepare and submit periodic inventory reports including stock status, aging analysis, and consumption trend reports to management.
• Maintain comprehensive documentation to support internal audits, external regulatory inspections, and financial reporting requirements.
• Identify and implement optimisations in storage layouts and material handling workflows to improve efficiency.
• Identify cost-saving opportunities in inventory holding, including reduction of excess stock and elimination of obsolete materials.
• Support digitalization and automation initiatives in warehouse operations, including ERP enhancements and barcode/RFID adoption.

• Proficiency in ERP systems
• Strong attention to detail
• Sound knowledge of warehouse management principles
• Ability to manage inventory risks
• Continuous improvement mindset
• Proficiency in SAP
• Strong working knowledge of Microsoft Office Suite, particularly Excel for data analysis and reporting

• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, Commerce, or a related field.
• Professional certifications such as CIPS, Diploma, or KISM certification are an added advantage
• Certification or training in warehouse management, inventory control, or stores management is an added advantage.