Stores Assistant

We are seeking a Stores Assistant to support effective inventory management through accurate receiving, issuing, and posting of inventory transactions in the ERP system, while ensuring physical stock movements align with system records.

The role supports the Inventory Accountant in achieving inventory control assertions, including existence, accuracy, valuation, and completeness, in accordance with cost and valuation principles. The position also ensures timely inventory issuance, regulatory compliance, and accurate inventory reporting in line with procurement policies and International Accounting Standard (IAS) 2 – Inventories.

KEY RESPONSIBILITIES

1. Initiate and record inventory transactions in the ERP system with full system utilization.

2. Ensure 100% usage of the ERP system for all inventory activities.

3. Support preparation of inventory reports including stock holdings, physical counts, variances, and valuation reports.

4. Provide timely inputs for preparation of stock take and variance reports.

5. Monitor stock movement within the ERP inventory module.

6. Participate in receiving of goods in collaboration with the procurement team, ensuring correct quality and quantity.

7. Ensure proper storage of inventory in compliance with established regulations and standards.

8. Verify physical receipt of goods against approved LPOs and corresponding invoices.

9. Generate and supervise system-based Goods Received Notes (GRNs) in the ERP system.

10. Perform initial verification of three-point matching (LPO, GRN, invoice, and stock requisition forms for non-stock items) prior to payment voucher preparation.

11. Issue inventory to user departments based on approved requisitions and post transactions in the ERP system within established turnaround times.

12. Assist in monitoring reorder levels and initiate purchase requests in coordination with procurement.

13. Conduct routine inventory counts, reconciliations, and escalation of discrepancies.

14. Arrange and store inventory under appropriate conditions, including temperature and quality requirements.

15. Ensure safe custody of regulated inventory in compliance with applicable regulatory requirements (e.g., DDAs).

16. Participate in the disposal of expired or obsolete inventory in accordance with regulatory guidelines (e.g., PPB).

17. Participate in periodic, ad-hoc, and year-end inventory stock take exercises.

18. Assist in tagging of assets upon user acceptance in collaboration with the Fixed Assets Accounts Assistant.

19. Update the supervisor and Fixed Assets Accounts Assistant on asset tagging and additions.

20. Maintain effective coordination with Procurement, Accounts Payables, and Fixed Assets teams.

21. Deliver superior customer service to all internal and external stakeholders and support continuous improvement of inventory systems and internal controls.

22. Attend trainings as required and participate in continuous skills development.

23. Participate in monthly evaluations and performance reviews.

24. Perform any other duties assigned by the supervisor in line with the role.

KEY DELIVERABLES

1. Accurate posting of inventory transactions in the financial system.

2. Complete, accurate, and properly valued inventory records in the ERP system.

3. Up-to-date stock holding registers.

4. Timely execution of periodic and surprise inventory stock takes.

5. Timely issuance of inventory to user departments.

6. Accurate and timely inventory reporting.

JOB REQUIREMENTS

Minimum Qualifications

• Certified Public Accountant (CPA) Part II – Mandatory

• Diploma or Bachelor’s degree in Business, Supply Chain, or related field (added advantage)

Minimum Experience

• At least one (1) year post-qualification experience with CPA Part II

• Experience in a similar inventory role within a Level 4 hospital or as an Audit Semi-Senior in an external audit firm

TECHNICAL SKILLS & COMPETENCIES

• Accounting and cost accounting skills

• Inventory management expertise

• Financial and inventory reporting skills

• ERP and Microsoft Excel proficiency

• Strong organizational and analytical abilities

• Leadership and interpersonal skills

• Excellent written and verbal communication skills

LANGUAGE REQUIREMENTS

• English

• Swahili

KEY INTERACTIONS

Internal Contacts:

• Inventory Accountant

• General Ledger Accountant

• Chief Finance Officer

• Accounts Payables Team

• Fixed Assets Accounts Assistant

• Procurement Department

• Billing, Pricing, and Health Records Departments

• All Hospital Departments

External Contacts:

• Suppliers and Service Providers

• Government Institutions

• Regulatory Bodies

• External Auditors

• Kenya Revenue Authority (KRA)