Job Purpose

The holder will serve as the custodian of all stores, materials, and movable assets at CBK Branches and/or Centres, ensuring accurate inventory control, secure storage, and proper record-keeping in compliance with the Public Procurement and Asset Disposal Act (PPADA) 2015 and internal control procedures under the guidance of the Inventory Manager / Deputy Manager.

Key Duties and Responsibilities

Roles and Responsibilities

Inventory Control and Reconciliation

• Receive, inspect and document incoming goods and materials against approved delivery notes and specifications to verify quality and quantity.
• Transfer received items to their respective storage shelves after receipt.
• Issue store items to authorized user departments upon receipt of duly approved issue vouchers/requisitions, ensuring items are issued accurately and promptly.
• Maintain up-to-date and accurate physical and electronic stock records (e.g., Bin Cards, Stock Ledgers, or ERP system entries).
• Implement stock rotation methods, such as First-In, First-Out (FIFO) or First-Expiry, First-Out (FEFO), to prevent losses due to expiry or obsolescence.
• Conduct periodic physical stock-taking (spot checks, quarterly, and annual counts) and reconciling physical inventory balances with ledger records, reporting any discrepancies immediately.
• Regularly inspect storage areas in the stores to ensure the highest standards of housekeeping, safety and security arrangements are achieved and maintained.
• Adhere to the laid down standard operating procedure and work instructions in stock management and storage of materials.

Asset Management

• Ensure all movable, non-consumable institutional assets (e.g., furniture, computers, equipment) are physically tagged and registered upon receipt.
• Maintain a comprehensive and accurate offline GSD Assets Register.
• Participate in the annual or periodic physical verification of assets and reconciling the findings with the Asset Register to ensure accountability.
• Compile preliminary lists of obsolete, redundant, or unserviceable materials and assets, ready for onward submission to the disposal committee.
• Collect surrendered items and facilitate transport to the designated storage area.
• Participate fully in the asset disposal processes and facilitate all attendant processes.

Documentation and Reporting

• Ensure all store documents, including goods received notes, issue vouchers, stock sheets, and asset movement and asset tagging forms, are properly filed and maintained for audit purposes.
• Prepare periodic reports on inventory levels, consumption rates, and stock status for review by the Section Manager.
• Any other assigned roles and responsibilities.

Qualifications

• Diploma in Supply Chain management, Stores Management, Purchasing and Suppliers Management or Logistics from a recognised institution.
• Be an Associate Member of the Kenya Institute of Supplies Management (KISM) OR be eligible for membership.

Work Experience

A minimum of two (2) years of relevant experience in stores operations or inventory control, preferably within the public sector or a large organization.

Competencies

Technical Competencies

• Knowledge of the Public Procurement and Disposal Act (PPADA)
• Integrity and Accountability: High ethical conduct and transparency in handling resources.
• Attention to Detail: Exceptional precision in counting, data entry, and documentation.
• Interpersonal Skills: Ability to communicate clearly with user departments and team members.
• Computer Literacy: Proficiency in computer applications, particularly in using an Enterprise Resource Planning (ERP) or Inventory/Asset Management System.

Behavioral/ General Competencies

• Quality orientation - Ability to check work to ensure accuracy. Adopt a disciplined approach to work and drive for closure, results, and success.
• Communication & information sharing -Ability to express information clearly and succinctly, orally and in writing, considering the audience and the nature of the information.
• Professionalism - Ability to convey a high level of excellence and competence on delivery of duty.
• Collaboration and teamwork - Ability to work collaboratively within a group of people to achieve a common goal.
• Accountability and professional development – Ability to take and accept responsibility and outcome thereof in an open and transparent manner.
• Resilience - Ability to withstand operational challenges and maintain momentum.
• Customer focus - Ability to demonstrate concern for the expectations of customers and prioritize them as well as convey realistic expectations to both internal and external customers.
• Ability to act and operate independently with minimal daily direction from Supervisor to accomplish objectives.

• Receive, inspect and document incoming goods and materials against approved delivery notes and specifications to verify quality and quantity.
• Transfer received items to their respective storage shelves after receipt.
• Issue store items to authorized user departments upon receipt of duly approved issue vouchers/requisitions, ensuring items are issued accurately and promptly.
• Maintain up-to-date and accurate physical and electronic stock records (e.g., Bin Cards, Stock Ledgers, or ERP system entries).
• Implement stock rotation methods, such as First-In, First-Out (FIFO) or First-Expiry, First-Out (FEFO), to prevent losses due to expiry or obsolescence.
• Conduct periodic physical stock-taking (spot checks, quarterly, and annual counts) and reconciling physical inventory balances with ledger records, reporting any discrepancies immediately.
• Regularly inspect storage areas in the stores to ensure the highest standards of housekeeping, safety and security arrangements are achieved and maintained.
• Adhere to the laid down standard operating procedure and work instructions in stock management and storage of materials.
• Ensure all movable, non-consumable institutional assets (e.g., furniture, computers, equipment) are physically tagged and registered upon receipt.
• Maintain a comprehensive and accurate offline GSD Assets Register.
• Participate in the annual or periodic physical verification of assets and reconciling the findings with the Asset Register to ensure accountability.
• Compile preliminary lists of obsolete, redundant, or unserviceable materials and assets, ready for onward submission to the disposal committee.
• Collect surrendered items and facilitate transport to the designated storage area.
• Participate fully in the asset disposal processes and facilitate all attendant processes.
• Ensure all store documents, including goods received notes, issue vouchers, stock sheets, and asset movement and asset tagging forms, are properly filed and maintained for audit purposes.
• Prepare periodic reports on inventory levels, consumption rates, and stock status for review by the Section Manager.
• Any other assigned roles and responsibilities.

• Knowledge of the Public Procurement and Disposal Act (PPADA)
• Integrity and Accountability
• Attention to Detail
• Interpersonal Skills
• Computer Literacy (ERP or Inventory/Asset Management System)
• Quality orientation
• Communication & information sharing
• Professionalism
• Collaboration and teamwork
• Accountability and professional development
• Resilience
• Customer focus
• Ability to act and operate independently

• Diploma in Supply Chain management, Stores Management, Purchasing and Suppliers Management or Logistics from a recognised institution.
• Associate Member of the Kenya Institute of Supplies Management (KISM) OR be eligible for membership.