Data Clerk

Key Responsibilities1. ERP Data ManagementResponsibilities

• Maintain accurate and up-to-date inventory records in the ERP system.

• Record all stock receipts, stock issues, transfers, returns, and adjustments in the ERP system.

• Ensure all new inventory items are correctly created and maintained in the system.

• Verify inventory transactions before entry to ensure accuracy.

• Maintain proper electronic records of all inventory transactions.

KPIs

• Maintain at least 99% accuracy in all data entered into the ERP system.

• Record 100% of stock transactions within 24 hours of occurrence.

• Ensure inventory records are updated promptly and accurately.

2. Inventory Monitoring & ControlResponsibilities

• Monitor inventory levels daily to ensure adequate stock availability.

• Identify low-stock items and notify the Inventory Supervisor for replenishment planning.

• Track inventory movement and ensure proper documentation of all transactions.

• Assist in maintaining minimum and maximum stock levels for critical materials.

• Monitor inventory records to prevent stock discrepancies and shortages.

KPIs

• Ensure critical materials remain above minimum stock levels at all times.

• Timely reporting of low-stock items.

• Support uninterrupted production through accurate inventory monitoring.

3. Stock ReconciliationResponsibilities

• Participate in monthly and periodic stock counts.

• Reconcile physical stock balances with ERP system records.

• Verify stock issues to production against ERP records.

• Investigate and report inventory discrepancies.

• Assist in correcting stock variances and updating inventory records where necessary.

KPIs

• Achieve inventory discrepancies of 2% or less during monthly stock reconciliations.

• Complete stock reconciliation reports within required timelines.

• Prompt reporting and resolution of inventory discrepancies.

4. Inventory Documentation ManagementResponsibilities

• Maintain accurate records of Goods Received Notes (GRNs), Stock Issue Vouchers (SIVs), Transfer Notes, and other inventory documents.

• Ensure inventory documentation is properly filed and easily retrievable.

• Support preparation of inventory reports and stock summaries.

• Maintain audit-ready inventory records and documentation.

KPIs

• 100% of inventory documents properly filed and recorded.

• Inventory records readily available for audits and management review.

• Accurate maintenance of inventory documentation.

5. Operational SupportResponsibilities

• Coordinate with Production, Procurement, and Stores teams regarding stock availability and inventory movements.

• Ensure inventory records are updated in a timely manner to support production planning.

• Communicate stock-related concerns that may impact operations.

• Assist in improving inventory tracking and stock management processes.

KPIs

• Support zero production delays resulting from inaccurate inventory records.

• Timely communication of stock-related issues.

• Improved inventory visibility and accuracy across departments.

6. Continuous Improvement & Administrative SupportResponsibilities

• Identify opportunities to improve inventory record management processes.

• Recommend practical solutions to enhance inventory accuracy and efficiency.

• Support implementation of approved process improvements.

• Perform additional duties assigned by management to support operational objectives.

KPIs

• Provide at least two actionable process improvement suggestions per quarter.

• Complete assigned tasks within agreed timelines.

• Support continuous improvement initiatives within the department.

QualificationsExperience

• Minimum 0 - 1 year of experience in data entry, inventory management, stores operations, or a related administrative role.

• Experience using ERP systems is an added advantage.

• Experience in a manufacturing environment is preferred.

Required Skills & Competencies

• Proficiency in ERP systems and data entry processes.

• Strong attention to detail and accuracy.

• Basic understanding of inventory and stock management processes.

• Proficiency in Microsoft Excel and Microsoft Office applications.

• Strong organizational and record-keeping skills.

• Good communication and teamwork abilities.

• Basic analytical and problem-solving skills.

• Ability to work under pressure and meet deadlines.

• Integrity, accountability, and confidentiality.

Performance Expectations

The Data Entry Clerk is expected to:

• Maintain accurate and timely inventory records in the ERP system.

• Support effective stock monitoring and inventory control processes.

• Ensure reliable inventory information is available for operational and management decision-making.

• Contribute to uninterrupted production through accurate inventory tracking and reporting.

• Demonstrate accuracy, accountability, and continuous improvement in all assigned duties.