INVOICING / STOCK TAKING CLERK

JOB TITLE: INVOICING / STOCK TAKING CLERK

NATURE OF JOB: FULL TIME

INDUSTRY: MANUFACTURING

SALARY: KSHS.35,000

JOB LOCATION: RUIRU

DUTIES AND RESPONSIBILITIES

Stock Taking & Inventory Management

• Physically count incoming and existing stock in the warehouse or storage areas.
• Compare actual stock quantities with system records to identify discrepancies.
• Inspect stock for damages, expired items, or quality issues, and report findings.
• Organize stock systematically on shelves or in storage, labeling items for easy identification.
• Assist in periodic stock audits, including year-end or quarterly inventory checks.
• Record all stock movements (incoming and outgoing) accurately in the system (Navision).

Goods Receiving &  Dispatch

• Receive deliveries from suppliers, checking delivery notes against purchase orders.
• Ensure that all received goods meet quality and quantity specifications.
• Properly store received goods, maintaining FIFO (First In, First Out) or other inventory methods.
• Prepare goods for dispatch according to sales orders or internal requests.
• Collaborate with warehouse or logistics staff to ensure timely and accurate deliveries.

Invoice Preparation &  Management

• Generate invoices based on sales orders, delivery notes, and dispatch records.
• Ensure all invoice details are accurate, including item descriptions, quantities, prices, and customer details.
• Track and follow up on outstanding invoices to ensure timely payment.
• Maintain records of invoices for internal audits and reporting purposes.

Record Keeping &  Reporting

• Maintain accurate stock and invoice records in both physical files and the ERP system (Navision).
• Generate daily, weekly, and monthly reports on stock levels, discrepancies, and invoicing status.
• Provide management with updates on stock shortages, surpluses, and outstanding payments.
• Support decision-making by providing accurate data for procurement, production, and sales planning.

Compliance & Coordination

• Ensure all stock and invoicing processes comply with company policies and standard operating procedures (SOPs).
• Work closely with procurement, finance, and sales teams to resolve discrepancies or errors.
• Suggest improvements in stock management, invoicing, or reporting processes.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Degree in Procurement, Supply Chain, or related field
• Minimum of 3 years’ experience in a similar role within a manufacturing environment
• Proficiency in Navision or similar ERP software
• Strong numerical, organizational, and analytical skills
• Attention to detail and accuracy in record keeping
• Ability to work independently and as part of a team