Background

Bollard was established in September 2016, to provide professional HR support for SMEs through tailormade solutions. We work with our clients through need identification, solution design and deployment. In this Volatile, Uncertain, Complex and Ambiguous business environment, we believe in close partnership with our clients. This has enabled us walk with t...

Role Purpose:

The job holder will be responsible for doing clerical and documentation relating to stores operations duties like, raising Delivery notes, following up on the sales invoice, receiving stocks in the system, system stock reconciliation, material in and out samples and filing and reporting on stores transactional documents and system stocks.

Responsibilities

Order Processing

• Raising of Delivery Note as per the approved sales order in the system and ensure timely coordination with Accounts department
• Initiate removal of items based on the sales order and delivery note and assign duty to relevant Stores Clerk Verification of items based on the delivery note and invoice
• Checking the orders in the dispatch yard with the Delivery Notes & Sales Invoice before handing over the same to Stores Supervisor for counter checking.
• Receive goods returned, make entries in the system and raise a credit note and prepare an incident report for counterchecking with the stock controller and filing and sharing with the Stores and Logistics Manager.
• Receiving stocks in the system, raising and reconciling Goods Received Note (GRN) in liaison with Accounts department and ensuring that all new inventory (for imports and local purchases) is received as ordered by the company.
• Raising Manufacturing Journal in the system for products transferred from main stores to production floor to provide finished stock for invoicing purposes i.e. branded items.
• Ensure that all the items that were taken to production floor are received back with the specifications mentioned on the job card, assessed for quality and recorded in consultation with the Stores and Logistics Manager and Stores and Logistics Coordinator to ensure the correct items are received and properly recorded.
• Participate in monthly stock takes and random weekly stock takes, analyzing reports and addressing variances.
• Tracking expiry of goods and inform accordingly of product movement.

Dispatch, Deliveries, Logistics and Reports

• Generating and submitting reports including dispatch reports and pending orders and proposed action plans
• Updating and submitting stock related reports, delivery notes summary and invoices, return from customers on a daily, weekly and monthly basis
• Coordinating dispatch and delivery logistics by establishing and advising on the appropriate route plans for all outsourced transport; upcountry and Mombasa deliveries.
• Verifying items before dispatch to ascertain accuracy as per the sales order and sample request from clients
• Undertake removal of orders from the shelves based on delivery notes and sales order.

Procurement

• Raise purchase requests for all production and local stock items; labels, machine maintenance needs, linen, toiletries etc.
• Preparing and submitting purchase requests for out-of-stock items as per the minimum re-order levels set in the system for imports and local purchases to the Stores & Logistics Manager.
• Process and facilitate all purchases and delivery of office supplies and production requirements
• Undertake and manage the local procurement for office supplies and consumables ensuring items are supplied to user departments within the timelines agreed and at lowest cost possible.
• Monthly reporting on procurement operations, consumption and requisitions to the management and possible recommendations if any
• Performing any other duty assigned

MINIMUM QUALIFICATIONS

• A Diploma in Procurement Management or Warehouse and Logistics or a related field
• A degree in Procurement or supply chain management or CIPS would be an advantage
• A minimum of 2-3 years’ experience in a similar role or a relevant position
• Product knowledge in the hospitality industry would be advantageous
• Knowledge quality management systems and related legislation such as OSHA, NEMA
• Hands on experience with warehouse management software and databases like Tally system

• Raising of Delivery Note as per the approved sales order in the system and ensure timely coordination with Accounts department
• Initiate removal of items based on the sales order and delivery note and assign duty to relevant Stores Clerk Verification of items based on the delivery note and invoice
• Checking the orders in the dispatch yard with the Delivery Notes & Sales Invoice before handing over the same to Stores Supervisor for counter checking.
• Receive goods returned, make entries in the system and raise a credit note and prepare an incident report for counterchecking with the stock controller and filing and sharing with the Stores and Logistics Manager.
• Receiving stocks in the system, raising and reconciling Goods Received Note (GRN) in liaison with Accounts department and ensuring that all new inventory (for imports and local purchases) is received as ordered by the company.
• Raising Manufacturing Journal in the system for products transferred from main stores to production floor to provide finished stock for invoicing purposes i.e. branded items.
• Ensure that all the items that were taken to production floor are received back with the specifications mentioned on the job card, assessed for quality and recorded in consultation with the Stores and Logistics Manager and Stores and Logistics Coordinator to ensure the correct items are received and properly recorded.
• Participate in monthly stock takes and random weekly stock takes, analyzing reports and addressing variances.
• Tracking expiry of goods and inform accordingly of product movement.
• Generating and submitting reports including dispatch reports and pending orders and proposed action plans
• Updating and submitting stock related reports, delivery notes summary and invoices, return from customers on a daily, weekly and monthly basis
• Coordinating dispatch and delivery logistics by establishing and advising on the appropriate route plans for all outsourced transport; upcountry and Mombasa deliveries.
• Verifying items before dispatch to ascertain accuracy as per the sales order and sample request from clients
• Undertake removal of orders from the shelves based on delivery notes and sales order.
• Raise purchase requests for all production and local stock items; labels, machine maintenance needs, linen, toiletries etc.
• Preparing and submitting purchase requests for out-of-stock items as per the minimum re-order levels set in the system for imports and local purchases to the Stores & Logistics Manager.
• Process and facilitate all purchases and delivery of office supplies and production requirements
• Undertake and manage the local procurement for office supplies and consumables ensuring items are supplied to user departments within the timelines agreed and at lowest cost possible.
• Monthly reporting on procurement operations, consumption and requisitions to the management and possible recommendations if any
• Performing any other duty assigned

• Warehouse management software and databases
• Quality management systems
• Logistics coordination
• Procurement
• Stock reconciliation
• Reporting

• Diploma in Procurement Management or Warehouse and Logistics or a related field
• Degree in Procurement or supply chain management or CIPS (advantageous)
• Knowledge of quality management systems and related legislation such as OSHA, NEMA
• Hands on experience with warehouse management software and databases like Tally system