The Procurement & Inventory Coordinator at SevenTwenty Holdings Ltd is tasked with implementing strong internal controls through the segregation of duties, ensuring end-to-end management of the procurement process, and controlling system entries for inventory movements in the ERP system.
Job Purpose
To implement strong internal controls through segregation of duties:
- Own procurement process end-to-end (sourcing to purchase order).
- Control system entries for inventory movements (especially goods receipts, deliveries/issues, and transfers) to prevent stores/warehouse staff from directly recording transactions in the ERP/system.
- Coordinate with Finance for payment processing without handling actual payments.
- Ensure manufacturing data keying (e.g., production consumption, output, WIP) remains with the Manufacturing Operations Manager for operational accountability.
Key Responsibilities
Procurement (40%)
- Manage end-to-end procurement for all goods, services, and raw materials (sourcing, supplier evaluation, Request for Quotation (RFQ), negotiation, generate purchase orders).
- Maintain approved supplier list, track supplier lead times and contracts.
- Ensure all purchases follow approved budgets and authorization limits.
- Hand over approved invoices / GRN-matched documents to Finance for payment processing (no direct payment authority).
Inventory Systems & Controls (35%)
- Perform all system entries for:
- Goods Receipts / Inbound deliveries from suppliers.
- Issues / Deliveries to manufacturing, other departments, or customers (based on authorized requisitions).
- Stock transfers, adjustments, and returns.
- Reconcile physical stock counts (led by stores team) with system records and investigate variances.
- Prevent stores/warehouse staff from making direct delivery or receipt entries in the system (they prepare supporting documents only; this role validates and keys).
- Monitor stock levels, reorder points, and aging to minimize obsolescence and stock-outs.
- Enforce FIFO/FEFO or other inventory policies in the system.
Coordination & Reporting (15%)
- Work closely with the Manufacturing Operations Manager (who handles production keying: material consumption, output recording, etc.).
- Coordinate closely with finance: Submit approved supplier documents, Submit PO, GRN, and supplier invoices. Monitor payment status, Reconcile supplier statements.
- Provide accurate inventory reports to Management, Finance, and Operations.
- Support internal and external audits on inventory and procurement.
- Identify and implement process improvements for cost savings and control.
Compliance & Other (10%)
- Ensure all transactions comply with company policies and internal control framework.
- Train stores and relevant staff on documentation requirements.
- Handle supplier queries related to deliveries and documentation.
Key Performance Indicators (KPIs)
Procurement
- % of purchases on approved suppliers / contracts: Target ≥ 95%
- Average cost savings / value add through negotiation: Target 5-8% annually
- Purchase Order cycle time (from requisition to PO): Target < 5 business days
- % of on-time supplier deliveries: Target ≥ 90%
Inventory Controls & Accuracy
- Inventory accuracy (System vs Physical): Target ≥ 98%
- Stock variance value as % of total inventory: Target < 1%
- Stock-out incidents for critical items: Target 0 or < 2 per quarter
- Obsolete / slow-moving stock value reduction: Target 10-15% year-on-year
Systems & Process
- % of inventory transactions entered by this role (vs others): Target 95%+ (for receipts, issues, adjustments)
- Timely matching and handover to Finance (GRN vs Invoice): Target 100% within 3 days of receipt
- Audit findings related to inventory/procurement: Target 0 major findings
Overall
- Inventory turnover ratio improvement (or achievement of target set by management).
- Employee / stakeholder feedback on service and controls (survey score).
- Timely and accurate monthly inventory reports.
Compensation
- Monthly Net Salary: KES 30,000
