Inventory & Production Officer

Job Title: Inventory & Production Officer

Department: Stores & Production

Reports To: Head of Warehouse and Logistics / Designated Manager

Direct Reports: Stitchers and General Worker

Location: Nairobi Main

Job Level

JOB PURPOSE

To maintain inventory accuracy and availability while coordinating day-to-day production activities, including stitching, tailoring and fabric-related work assigned to the team. The role is responsible for stock control, production output, material usage, quality monitoring, team coordination and reliable records to support operational requirements.

KEY RESPONSIBILITIES

A. Inventory Control & Stock Accuracy

·       Maintain accurate physical and system stock records and investigate discrepancies promptly.

·       Ensure stock is properly received, identified, labelled, stored and assigned to the correct bin or location.

·       Monitor stock levels and fast- and slow-moving items to support availability and minimize excess or obsolete stock.

·       Apply FIFO or other approved stock rotation procedures where applicable.

·       Maintain records of stock movements, adjustments and transfers, ensuring required approvals are obtained.

B. Stocktaking & Inventory Reporting

·       Conduct or coordinate routine cycle counts and periodic stock takes in line with the approved schedule.

·       Reconcile physical counts against system records, document variances and escalate unresolved discrepancies.

·       Prepare reports on stock accuracy, shortages, excess stock, slow-moving items and inventory risks.

·       Ensure inventory areas are organized, clearly labelled and maintained to support efficient stock identification and retrieval.

C. Production Planning & Team Coordination

·       Allocate daily production tasks to Stitchers and the General Worker based on approved priorities and workload.

·       Communicate production quantities, quality expectations and completion deadlines to team members.

·       Monitor progress against production plans, job cards, specifications and required completion dates.

·       Coordinate production priorities with the Head of Warehouse and Logistics and Admin / Order Fulfilment Officer.

·       Monitor attendance, productivity and adherence to work procedures; escalate performance or resourcing concerns through the appropriate channel.

D. Stitching, Tailoring & Production Output

·       Coordinate stitching, tailoring and fabric-related work assigned to the team in line with approved requirements.

·       Monitor completed quantities, work in progress and pending jobs, and maintain accurate production records.

·       Identify workflow bottlenecks, equipment issues or material constraints and escalate them promptly.

·       Ensure completed production is identified and handed over for inspection, storage or order fulfilment as appropriate.

·       Report output variances and reasons for delays against the production plan.

E. Quality Control & Non-Conformance

·       Ensure production follows approved designs, measurements, samples, specifications and quality standards.

·       Inspect work at appropriate stages and ensure defects are identified, recorded and corrected.

·       Monitor rework, rejects and recurring quality issues and coordinate corrective actions.

·       Identify and separate non-conforming materials or finished items pending assessment or an approved decision.

·       Coordinate with the Receiving & QC Officer where quality issues or material concerns require joint review.

F. Materials, Re-ordering & Waste Control

·       Monitor fabric, accessories and other production material requirements and alert the responsible person when stock approaches reorder levels.

·       Coordinate with procurement or management on shortages, lead times and urgent material requirements.

·       Monitor material consumption against production requirements and approved usage standards where available.

·       Record and report wastage, rework, material variances and avoidable production losses.

·       Do not commit purchases or supplier orders outside delegated authority.

G. Damaged Goods, Returns & Stock Issues

·       Identify, record and report damaged, defective, returned or non-conforming stock and production output.

·       Ensure affected items are labelled and kept separate until assessed or dispositioned.

·       Coordinate approved repairs, rework, replacement or return actions and maintain supporting records.

·       Investigate recurring stock or production issues and recommend practical preventive measures.

H. Documentation, Safety & Continuous Improvement

·       Record stock movements, production output, material usage, defects and wastage accurately and on time.

·       Prepare routine reports covering stock accuracy, production output, material usage, quality and inventory risks.

·       Ensure team members follow applicable safety, housekeeping and equipment-handling procedures.

·       Provide clear instructions, coaching and on-the-job guidance to team members.

·       Identify opportunities to improve stock control, workflow, productivity and material utilisation, and carry out other related duties within the scope of the role as assigned.

KEY WORKING RELATIONSHIPS

Internal: Head of Warehouse and Logistics, Admin / Order Fulfilment Officer, Receiving & QC Officer, Dispatch Officer, Procurement, Sales/Customer Service and Management.

External: Suppliers and service providers, as required and within delegated authority.

ROLE SPECIFICATIONS

Education & Experience

·       A certificate or diploma in Supply Chain Management, Stores and Inventory Management, Logistics, Procurement, Production Management or a related field.

·       At least 2–3 years of experience in inventory control, stores operations, production coordination or a related operational role.

·       Experience coordinating a team in a stitching, tailoring, garment, textile or fabric production environment is an advantage.

Knowledge & Skills

·       Inventory control, stocktaking, stock rotation and discrepancy resolution.

·       Production coordination, workflow monitoring and output tracking.

·       Understanding of stitching/tailoring processes and fabric/material handling.

·       Quality checking, defect reporting, material control and wastage monitoring.

·       Basic computer skills and ability to maintain accurate records and reports.

·       Team coordination, communication, problem-solving and time management.

Core Competencies

·       Accuracy and attention to detail.

·       Ownership, accountability and results orientation.

·       Planning, organization and prioritization.

·       Team leadership and constructive feedback.

·       Quality consciousness and continuous improvement.

·       Integrity, discipline and safe working practice.

AUTHORITY & ACCOUNTABILITY

·       Responsible for day-to-day inventory control and coordination of assigned production activities.

·       May allocate work and provide operational instructions to Stitchers and the General Worker within approved procedures.

·       Must obtain approval for stock adjustments, write-offs, purchases, overtime or other decisions beyond delegated authority.

·       Accountable for accurate inventory and production records, timely escalation of risks, protection of company stock and materials, and achievement of agreed targets.