Role Summary and Purpose

The System Clerk is responsible for supporting the implementation and day‑to‑day operation of Yalelo Uganda’s Inventory Management System (YU360). The role ensures accurate capture of stock movements through QR scanning, proper allocation of inventory to sales channels, and real‑time stock visibility while maintaining data integrity across all system records.

Key Result Areas

1. Inventory Accuracy & System Integrity

• Perform accurate QR code scanning of all inbound and outbound stock and crates.
• Ensure system stock balances match physical stock through daily checks and reconciliations.
• Identify and report causes of stock variances.
• Maintain accurate system documentation for all inventory movements.
• Report scanning errors, system issues, or discrepancies to the Warehouse Supervisor.

Key Performance Indicators

• 100% accurate stock capture in the ERP system
• Zero unresolved stock variances
• Daily system updates completed without delay
• Zero variances between physical and system stock across warehouses and during transfer.

2. Operational Support & Coordination

• Allocate inventory to sales channels, depots, and customers as per approved stock allocation plan.
• Work closely with warehouse, processing, and distribution teams to ensure smooth stock flow.
• Support dispatch operations through accurate system transactions.
• Ensure compliance with all inventory and system SOPs.

Key Performance Indicators

• Zero dispatch errors caused by system allocation
• Real time system updates aligned with physical movements
• 100 % stock visibility by all stake holders

3. Data Accuracy and Reporting

• Maintain accurate ERP records for all stock transactions.
• Support preparation of daily and weekly inventory reports.
• Participate in system audits and reconciliation exercises.
• Support continuous improvement of ERP and warehouse processes.

Key Performance Indicators

• Zero data inconsistencies across the system.
• Daily report of system data of biomass harvest and dispatch.

4. Compliance, Controls & SOP Adherence

• Follow all company SOPs related to inventory control and data management.
• Adhere to food safety, traceability, and stock handling standards.
• Maintain proper documentation for audit and compliance purposes.

Key Performance Indicators

• 100% compliance with SOPs
• Zero audit queries related to system data
• 100 % accurate and complete documentation

Key Qualifications & Experience

• Bachelor’s degree in information systems, Business Computing, Logistics, Supply Chain, Business Administration, Statistics, Applied mathematics, Economics or related fields.
• Experience with ERP or inventory management systems is an added advantage.
• Experience in warehouses, FMCG, or distribution operations is an added advantage.
• Basic understanding of inventory management principles.

Skills and Competencies

• High level of accuracy and attention to detail.
• Comfortable using handheld scanners and ERP systems.
• Basic computer skills (Excel, Word, PowerPoint).
• Ability to work under pressure and meet deadlines.
• Good communication and teamwork skills.
• Willingness to learn and adapt to new systems.

Working Conditions

The role involves working in a warehouse and cold-chain environment and may require standing for long hours, handling stock, and working flexible shifts including weekends or public holidays.

• Perform accurate QR code scanning of all inbound and outbound stock and crates.
• Ensure system stock balances match physical stock through daily checks and reconciliations.
• Identify and report causes of stock variances.
• Maintain accurate system documentation for all inventory movements.
• Report scanning errors, system issues, or discrepancies to the Warehouse Supervisor.
• Allocate inventory to sales channels, depots, and customers as per approved stock allocation plan.
• Work closely with warehouse, processing, and distribution teams to ensure smooth stock flow.
• Support dispatch operations through accurate system transactions.
• Ensure compliance with all inventory and system SOPs.
• Maintain accurate ERP records for all stock transactions.
• Support preparation of daily and weekly inventory reports.
• Participate in system audits and reconciliation exercises.
• Support continuous improvement of ERP and warehouse processes.
• Follow all company SOPs related to inventory control and data management.
• Adhere to food safety, traceability, and stock handling standards.
• Maintain proper documentation for audit and compliance purposes.

• High level of accuracy and attention to detail.
• Comfortable using handheld scanners and ERP systems.
• Basic computer skills (Excel, Word, PowerPoint).
• Ability to work under pressure and meet deadlines.
• Good communication and teamwork skills.
• Willingness to learn and adapt to new systems.

• Bachelor’s degree in information systems, Business Computing, Logistics, Supply Chain, Business Administration, Statistics, Applied mathematics, Economics or related fields.
• Experience with ERP or inventory management systems is an added advantage.
• Experience in warehouses, FMCG, or distribution operations is an added advantage.
• Basic understanding of inventory management principles.