Job Purpose

To ensure accurate control, tracking, documentation, storage, and reconciliation of all stock of empty and full crates purchased or transferred from different cost centres with Bespat Distribution company. The role will further be responsible for maintaining accurate records of empties movements and ensuring that all empties are physically accounted for at all times.

Key Responsibilities

1. Empties Stock Control

• Take full responsibility for tracking and controlling all company inventory , including empties purchased from drop zones and routes.
• Record all empties received, purchased, collected, transferred and dispatched to warehouse
• Maintain an up-to-date empties stock register showing opening balances, receipts, movements, and closing balances using a Bin card.
• Conduct daily physical checks and reconcile physical empties against records.
• Immediately report any shortages, excesses, or unexplained variances to warehouse stock controller.
• Ensure empties are properly sorted, counted, and organized by type and location.

2. Drop Zone Empties Management

• Monitor empties held at all drop zones on a daily basis.
• Ensure empties bought from drop zones are properly documented and transferred to the designated storage area at Kamwendo drop zone.
• Ensure all empties purchased from drop zones are supported by: GRN, Bin Card, Dispatch Note
• Ensure empties purchased from drop zones are kept at the Kamwendo Drop Zone storeroom unless otherwise authorized.
• Maintain accurate records of the source, quantity, date, and movement of all purchased empties.

3. Storeroom & Security

• Ensure the Kamwendo empties storeroom is kept locked and secure at all times.
• Ensure keys are kept by the designated stock controllers and access is restricted to authorized personnel.
• Maintain proper arrangement and counting of empties inside the storeroom.
• Ensure no empties are removed without proper documentation and authorization.
• Report any suspected theft, unauthorized movement, damage, or loss immediately.

4. Documentation & Bin Cards

• Maintain a Bin Card for every category/type of empties.
• Update Bin Cards immediately after every receipt, purchase, transfer, or dispatch.
• Ensure every physical movement of empties is supported by the appropriate documentation.
• File all empties-related documents properly for easy tracking and audit purposes.
• Ensure documents agree with physical quantities and system records.

5. Daily Reconciliation

• Perform a daily reconciliation of: oOpening empties balance oEmpties purchased/received oEmpties transferred oEmpties dispatched to warehouse o Closing physical balance
• Investigate any variance immediately.
• Submit a daily empties report to warehouse manager.

6. Dispatch & Transfers

• Verify quantities of empties before any dispatch or transfer.
• Prepare/verify dispatch notes for empties movements.
• Confirm that the receivingwarehouse acknowledges quantities received.
• Reconcile dispatch quantities against receiving records.
• Ensure no empties leave the premises without proper authorization and documentation.

7. Reporting

• Prepare and submit: Daily empties movement report. Daily empties reconciliation. Weekly empties stock position. Monthly empties reconciliation. Variance reports for any shortages or unexplained movements. Reports showing empties purchased from each drop zone and the corresponding quantities received.

Key Performance Indicators (KPIs)

• 100% accountability of all stock including empties.
• Zero unexplained stock
• 100% of stock movements supported by proper documentation.
• 100% accuracy stock movement recorded on Bin Cards and empties register.
• Daily reconciliation completed and submitted on time.
• All purchased empties properly recorded and physically verified.
• No unauthorized movement of empties.
• Storeroom kept secure and access properly controlled.
• Prompt reporting of shortages, theft, or discrepancies.

Important Control Principle

The Assistant Stock Controller is responsible for knowing, at any given time, where every company stock item including empties is located, how many are held at each location, when they were received or purchased, and where they were moved to. No stock should move without documentation and authorization.

Qualifications and Experience

• At least a Diploma from any recognizable University.
• Excellent Excel and Word skills
• Some experience in stock management

• Take full responsibility for tracking and controlling all company inventory , including empties purchased from drop zones and routes.
• Record all empties received, purchased, collected, transferred and dispatched to warehouse
• Maintain an up-to-date empties stock register showing opening balances, receipts, movements, and closing balances using a Bin card.
• Conduct daily physical checks and reconcile physical empties against records.
• Immediately report any shortages, excesses, or unexplained variances to warehouse stock controller.
• Ensure empties are properly sorted, counted, and organized by type and location.
• Monitor empties held at all drop zones on a daily basis.
• Ensure empties bought from drop zones are properly documented and transferred to the designated storage area at Kamwendo drop zone.
• Ensure all empties purchased from drop zones are supported by: GRN, Bin Card, Dispatch Note
• Ensure empties purchased from drop zones are kept at the Kamwendo Drop Zone storeroom unless otherwise authorized.
• Maintain accurate records of the source, quantity, date, and movement of all purchased empties.
• Ensure the Kamwendo empties storeroom is kept locked and secure at all times.
• Ensure keys are kept by the designated stock controllers and access is restricted to authorized personnel.
• Maintain proper arrangement and counting of empties inside the storeroom.
• Ensure no empties are removed without proper documentation and authorization.
• Report any suspected theft, unauthorized movement, damage, or loss immediately.
• Maintain a Bin Card for every category/type of empties.
• Update Bin Cards immediately after every receipt, purchase, transfer, or dispatch.
• Ensure every physical movement of empties is supported by the appropriate documentation.
• File all empties-related documents properly for easy tracking and audit purposes.
• Ensure documents agree with physical quantities and system records.
• Perform a daily reconciliation of: oOpening empties balance oEmpties purchased/received oEmpties transferred oEmpties dispatched to warehouse o Closing physical balance
• Investigate any variance immediately.
• Submit a daily empties report to warehouse manager.
• Verify quantities of empties before any dispatch or transfer.
• Prepare/verify dispatch notes for empties movements.
• Confirm that the receivingwarehouse acknowledges quantities received.
• Reconcile dispatch quantities against receiving records.
• Ensure no empties leave the premises without proper authorization and documentation.
• Prepare and submit: Daily empties movement report. Daily empties reconciliation. Weekly empties stock position. Monthly empties reconciliation. Variance reports for any shortages or unexplained movements. Reports showing empties purchased from each drop zone and the corresponding quantities received.

• Excellent Excel and Word skills
• Stock management

• At least a Diploma from any recognizable University.
• Excellent Excel and Word skills
• Some experience in stock management