Job Description
Job Description
1. JOB TITLE: Stores Clerk X1
2. REPORTS TO : Farm Manager/ Finance Lead
3. LOCATION: ZZC Farm, Headlands
4. DATE PREPARED: 09/09/2026
5. PURPOSE OF THE JOB
• The job exists to work with teams, support accurate financial record keeping and efficient management of farm resources by rigorously tracking in and out flow of chemicals, fuel, parts, PPE, stationery, packaging bags and stores in general. He will play a major role in asset protection, e.g., verification of the accuracy and validity of orders and ensuring proper weighing, bagging, and storage. This person will be in constant communication with the Farm Manager and Farm Supervisors, to ensure the efficient use of farm resources.
Duties and Responsibilities
1 Inventory Planning & Monitoring
1.1 Forecasting: Analyze usage data and trends to forecast future inventory requirements. This helps in making informed decisions about stock procurement.
1.2 Track Inventory: Continuously monitor stock levels and ensure they align with demand. This involves regularly reviewing inventory levels in the warehouse, stores, or stockrooms.
1.3 Setting Re-order Levels: Establishing levels at which each item should be replenished.
1.4 Stock Replenishment: Ensuring that stock levels are replenished when they reach reorder points, helping prevent both overstocking and stockouts.
1.5 Setting Min/Max Levels: Establishing minimum and maximum stock levels for each item to ensure there’s enough stock available without tying up too much capital in inventory.
2. Receiving and Inspecting Deliveries
2.1 Quality Check: Verify that all incoming deliveries are accurate, undamaged, and meet quality standards.
2.2 Inventory Entry: Update inventory systems with new stock arrivals, including item numbers, quantities, and dates received.
2.3 Documentation: Ensure all Goods Received Notes, invoices, and delivery documents are properly filed and recorded.
3 Stock Issues
3.1 Physical Issuing: Oversee the physical issuing of stock to various departments, making sure all issue notes are duly authorised and signed by recipients
3.2 Processing of Issue Notes: Ensure that the items issued are posted to the correct expense/asset/project codes
4 Managing Stock Returns
4.1 Returns Processing: Oversee the returns of defective or unsold stock, ensuring that returned items are properly documented and either restocked or disposed of in accordance with company policies.
4.2
Quality Control on Returns: Verify the condition of returned items and ensure they are processed efficiently.
5 Inventory Auditing and Stocktaking
5.1 Regular Audits: Conduct physical counts of inventory at regular intervals (e.g., monthly, quarterly, annually) to ensure the stock records match the actual physical inventory.
5.2
Cycle Counting: Implement cycle counting procedures for high-turnover items to minimize discrepancies.
5.3
Address Discrepancies: Investigate and resolve discrepancies between physical counts and system records, identifying and rectifying causes (e.g., theft, misplacement, or data errors).
6 Inventory Control and Management
6.1
Tracking Stock Movements: Maintain records of all stock movements, including goods received, transferred between departments or warehouses, and goods issued.
6.2
FIFO: Ensure proper stock rotation according to FIFO (First In, First Out) or LIFO (Last In, First Out) methods to prevent outdated or expired stock from remaining in the system.
7 Inventory Data Management
7.1
Updating Records: Ensure that the stock management software or inventory system is updated in real time with accurate information regarding stock levels, location, and product movement.
7.2
Stock Valuation: Assist in stock valuation and provide reports related to inventory cost, which is essential for accounting and profitability analysis.
8
Collaboration with Other Departments
8.1
Coordination with Procurement: Work closely with the purchasing team to ensure that stock orders are placed in a timely manner based on forecasted needs.
8.2
Sales and Production Teams: Maintain clear communication with the sales and production teams to anticipate stock needs and prevent shortages that could affect business operations.
9
Reporting and Analysis
9.1
Reporting: Prepare regular reports on stock levels, stock turnover, and order fulfillment rates for management.
9.2
Stock Performance: Provide analysis on slow-moving or obsolete stock, suggesting strategies like auctions or write-offs to reduce excess inventory.
10 Loss Prevention and Security
10.1 Stock Security: Implement security measures to prevent theft, damage, or loss of stock. This includes the physical security of stock storage areas and conducting routine checks.
10.2 Investigating Losses: Investigate any signs of inventory shrinkage or discrepancies and take corrective actions.
11 Housekeeping and cleanliness
11.1 Cleaning: Ensure stores area is clean and stores items are organized and neatly stored away always
12. Compliance with Regulations
12.1
Regulatory Adherence: Ensure that inventory management practices comply with industry standards, legal requirements, and Safety Health and Environment regulations (e.g., handling hazardous materials).
12.2
Labeling and Documentation: Make sure stock is correctly labeled, with proper documentation for traceability and compliance.
Qualifications and Experience
SKILLS AND QUALIFICATIONS
1. Attention to detail
2. Basic Accounting knowledge
3. Customer service skills
4. Organization and time management skills
5. Ability to perform well under pressure
6. Familiarity with inventory management systems
7. Active listening skills
8. BSc in Supply chain & Logistics, Business Administration or relevant field
9. Proven work experience as a Stores personnel, Inventory management or similar role
How to Apply
BUDGET :
GROSS $450
Email CVs to sih.recruitment1@gmail.com
Due date for applications 18/09/2026