Secretary & Stock Controller

Location: Nairobi, Kenya

Employment Type: Full-Time

Position Summary

We are seeking a highly organized, energetic, and professional female Secretary & Stock Controller to support the daily operations of our medical aesthetics distribution business. The successful candidate will be responsible for office administration, inventory management, order processing, and coordinating product deliveries with the Medical Representative while maintaining accurate stock records. This role is ideal for a motivated university graduate who is eager to learn and grow with the company. Previous work experience is an advantage but is not mandatory, as training will be provided.

Key Responsibilities

Administrative Duties

• Answer telephone calls, emails, and WhatsApp business inquiries.
• Prepare delivery notes, and other business documents. Maintain organized filing systems for company records.
• Schedule meetings and appointments.
• Perform general office administrative duties.

Stock Management

• Receive incoming products and verify quantities against delivery documents.
• Maintain accurate stock records at all times.
• Organize products in the warehouse/storage area to ensure easy identification and retrieval.
• Conduct regular stock counts and reconcile physical inventory with stock records.
• Report any stock discrepancies, damages, or shortages immediately. Monitor stock levels and notify management when products require replenishment.
• Order Processing
  Receive customer orders from the Medical Representative or management. Prepare products accurately according to customer orders.
• Coordinate product dispatch and deliveries.
• Ensure all stock movements are properly recorded.
• Maintain complete documentation for every product received and dispatched.

1Reporting

• Prepare weekly and monthly stock reports. Maintain inventory movement records. Assist management with inventory analysis and forecasting.

Qualifications

• Female candidate.
• Minimum Bachelor's Degree or equivalent from a recognized university.
• Previous experience is not required; fresh graduates are encouraged to apply.
• Experience in administration or inventory management is an added advantage.
• Good command of English (spoken and written). Knowledge of Microsoft Office (Word, Excel, Outlook).
• Experience with inventory software is an advantage but not essential.

Required Skills

• Excellent organizational skills. Strong attention to detail and accuracy.
• Honest, trustworthy, and able to maintain confidentiality.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to prioritize multiple tasks.
• Fast learner with a positive attitude.
• Professional appearance and excellent personal grooming, suitable for interacting with healthcare professionals. High level of integrity and responsibility.

What We Offer

• Comprehensive training on company products and procedures.
• Opportunity to grow within an expanding international company. Friendly and professional working environment.
• Competitive salary based on qualifications and performance.