Purpose of the Job:

To coordinate, supervise, and manage inventory in the organisation.

Key Duties and Responsibilities

• Planning, managing, and coordinating the receipt, storage, issuance, and distribution of supplies, equipment, and materials in accordance with organisational policies and public procurement guidelines.
• Properly labeling, updating, and maintaining inventory records, including stock cards, electronic systems, coding, and classification to ensure accurate tracking, efficient retrieval, and audit verification of all items.
• Conducting regular stock-taking exercises and monitoring stock levels to verify physical counts against system records, prevent stock-outs, overstocking, expiries, or obsolete items, and recommending timely replenishment actions.
• Implementing and enforcing inventory control procedures such as FIFO, batch tracking, proper storage conditions, and compliance with PPDA, PFMA, and institutional asset management policies to ensure accuracy, transparency, and accountability.
• Receiving, inspecting, and verifying deliveries to ensure that quantities, specifications, and quality match purchase orders and delivery notes.
• Coordinating disposal processes for damaged, obsolete, expired, and unserviceable items in line with PFMA and PPDA regulations.
• Preparing and submitting periodic stock reports, inventory reconciliations, stock movement summaries, and audit-required documentation to management.
• Implementing safety, security, and risk management measures to safeguard inventory against theft, damage, loss, and deterioration.
• Collaborating with procurement, finance, program units, and user departments to forecast inventory needs, plan procurement schedules, and align inventory with operational requirements.
• Monitoring and tracking supplier performance related to deliveries, quality, and compliance with contract terms, and reporting discrepancies to the Procurement Section and management.
• Responding to audit queries by providing accurate inventory records, reconciliations, and supporting documents, and following up on audit recommendations.
• Providing technical guidance and support to staff on inventory procedures, storekeeping standards, and proper recordkeeping.
• Implementing digital inventory management tools and supporting automation initiatives to improve accuracy, efficiency, and reporting.

Person Specifications

(a) Qualifications

Either

An Honours Bachelor's degree in Procurement and Supply Chain Management, Business Administration, or Commerce majoring in Procurement/ Supplies/Logistics Management, Transport and Logistics Management, from a recognised awarding institution.

Or

Professional qualification from recognised awarding institutions such as the Institute of Supply Management (ISM), Certified Institute of Procurement and Supplies (CIPS), and Chartered Institute of Logistics and Transport [CILT] (UK).

(b) Work Experience

Nil

(c) Required Competences

(i) Technical Competences

• Information and Communications Technology (ICT)
• Planning, Organizing, and Coordinating
• Records and Information Management
• Accountability
• Procurement and Disposal management

(ii) Behavioural Competences

• Concern for Quality and Standards
• Ethics and Integrity
• Customer Care and Public Relations
• Communication Skills
• Time management

• Planning, managing, and coordinating the receipt, storage, issuance, and distribution of supplies, equipment, and materials in accordance with organisational policies and public procurement guidelines.
• Properly labeling, updating, and maintaining inventory records, including stock cards, electronic systems, coding, and classification to ensure accurate tracking, efficient retrieval, and audit verification of all items.
• Conducting regular stock-taking exercises and monitoring stock levels to verify physical counts against system records, prevent stock-outs, overstocking, expiries, or obsolete items, and recommending timely replenishment actions.
• Implementing and enforcing inventory control procedures such as FIFO, batch tracking, proper storage conditions, and compliance with PPDA, PFMA, and institutional asset management policies to ensure accuracy, transparency, and accountability.
• Receiving, inspecting, and verifying deliveries to ensure that quantities, specifications, and quality match purchase orders and delivery notes.
• Coordinating disposal processes for damaged, obsolete, expired, and unserviceable items in line with PFMA and PPDA regulations.
• Preparing and submitting periodic stock reports, inventory reconciliations, stock movement summaries, and audit-required documentation to management.
• Implementing safety, security, and risk management measures to safeguard inventory against theft, damage, loss, and deterioration.
• Collaborating with procurement, finance, program units, and user departments to forecast inventory needs, plan procurement schedules, and align inventory with operational requirements.
• Monitoring and tracking supplier performance related to deliveries, quality, and compliance with contract terms, and reporting discrepancies to the Procurement Section and management.
• Responding to audit queries by providing accurate inventory records, reconciliations, and supporting documents, and following up on audit recommendations.
• Providing technical guidance and support to staff on inventory procedures, storekeeping standards, and proper recordkeeping.
• Implementing digital inventory management tools and supporting automation initiatives to improve accuracy, efficiency, and reporting.

• Information and Communications Technology (ICT)
• Planning, Organizing, and Coordinating
• Records and Information Management
• Accountability
• Procurement and Disposal management
• Concern for Quality and Standards
• Ethics and Integrity
• Customer Care and Public Relations
• Communication Skills
• Time management

• An Honours Bachelor's degree in Procurement and Supply Chain Management, Business Administration, or Commerce majoring in Procurement/ Supplies/Logistics Management, Transport and Logistics Management, from a recognised awarding institution.
• Professional qualification from recognised awarding institutions such as the Institute of Supply Management (ISM), Certified Institute of Procurement and Supplies (CIPS), and Chartered Institute of Logistics and Transport [CILT] (UK).