Job Description

Role Overview: 

 We are looking for a Procurement & Inventory Specialist to oversee and manage a team responsible for purchasing, inventory control, and central operational support for our outlets and headquarters. This role is critical in ensuring smooth procurement processes, accurate inventory management, timely reporting, and supporting daily operational needs. 

Key Responsibilities: 

1.Purchasing & Procurement 

• Oversee end-to-end purchasing processes: from Purchase Request Order (PRO) to Purchase Order (PO) issuance, delivery tracking, invoice closure, and e-documentation. 
• Liaise with suppliers and vendors to ensure timely delivery and maintain good relationships. 
• Monitor outstanding PROs and invoices, ensuring timely payment release and system updates. 

1. Inventory Management 

• Manage and monitor inventory levels at HQ, the main store, and all outlets to prevent stock shortages or overstock. 
• Coordinate monthly stock takes (HQ, main store, outlets), ensure cut-off adherence, and reconcile with accounting. 
• Monitor slow-moving items and flag potential risks. 
• Coordinate with relevant department on required items and orders, overseeing data abstraction, picking and packing, and efficient distribution processes. 
• Ensure daily stock updates in the system. 

1. Central Operations Support 

• Oversee gas monitoring, vendor coordination, usage recording, and billing validation. 
• Monitor sales data from multiple platforms and prepare weekly reports. 
• Ensure daily and weekly data entry and sales monitoring tasks are completed accurately. 
• Provide general and technical support for operational efficiency. 

1. Team Leadership 

• Lead and supervise team members, ensuring task delegation, support, and performance management. 
• Provide training, guidance, and ensure task completion accuracy and timeliness. 
• Act as the first point of escalation for any operational issues within the team. 

Job Requirements

Qualifications: 

• Minimum Degree in Business Administration, Supply Chain Management, Operations, or related field. 
• Minimum 3-5 years of experience in operations, procurement, inventory, or administrative roles. 
• Experience in leading a small team is an added advantage. 

Skills & Competencies:  

• Strong leadership and people management skills. 
• Knowledge of procurement and inventory systems (experience with Autocount or any other inventory system is a plus). 
• Highly organized, detail-oriented, and good with numbers. 
• Good negotiation and vendor management skills. 
• Strong analytical and problem-solving skills. 
• Proficient in Google Suite (Sheets, Docs) and Microsoft Office. 
• Ability to handle multiple tasks, prioritize work, and meet deadlines. 
• Strong communication skills (verbal and written). 
• Ability to drive process improvements and SOPs. 

Personality & Mindset: 

• Strong leadership and people management skills. 
• Proactive, takes initiative, and independent. 
• Responsible and reliable in task execution. 
• Fast learner with adaptability to handle ad-hoc and technical tasks. 
• Team player with a positive attitude and strong problem-solving skills. 

Skills