OVERVIEW

H.E. Jackson Engineering Ltd (HEJ) is one of the leading providers of engineering solutions in Malawi and serves all sectors of the economy including mining, energy, agriculture, construction and manufacturing.

The company has a vacancy at its Head Office as follows:

Job Title: Data Entry Clerk (1)

Nature of Contract: 12 months Fixed Term

Duty Station: Lilongwe

Reporting to: Plant & Workshop Manager/Operations Manager

Department: Plant & Machinery/MVM

Job Summary

The Data Entry Clerk will be responsible for accurately recording, updating, maintaining, and retrieving stock and workshop-related data for the company’s plant and machinery workshop.

The position will support the Plant/Workshop team by ensuring that records of spare parts, consumables, tools, equipment, and other workshop materials are accurately captured and kept up to date. The role will also assist in monitoring stock movements, usage, receipts, issues, and balances to support effective inventory control and workshop operations.

Key Duties & Responsibilities

Stock and Data Entry

• Enter daily stock receipts, issues, transfers, returns, and adjustments into the company’s stock/inventory system or spreadsheets.
• Maintain accurate records of spare parts, lubricants, filters, tyres, batteries, tools, consumables, and other workshop materials.
• Capture information from Goods Received Notes, Material Requisition Forms, Issue Vouchers, Purchase Orders, invoices, and other relevant documents.
• Ensure all data entered is accurate, complete, properly coded, and entered within the required timeframe.
• Update stock balances and maintain accurate inventory records.
• Record parts and materials issued to specific machines, equipment, vehicles, or workshop jobs where required.
• Maintain records of stock received and issued against relevant machine or equipment identification numbers.

Inventory Control Support

• Assist with regular physical stock counts and reconcile physical quantities against system or spreadsheet records.
• Identify and report discrepancies, missing records, duplicate entries, or unusual stock movements to the Workshop/Plant Manager.
• Assist in monitoring minimum and maximum stock levels and highlight items requiring replenishment.
• Maintain proper filing and documentation of stock transactions.
• Assist with tracking slow-moving, obsolete, damaged, or excess stock.

Workshop Records

• Maintain accurate data relating to workshop jobs, machine servicing, repairs, maintenance activities, and parts used.
• Enter spare parts and consumables used against individual plant and machinery.
• Assist in maintaining records of machine hours, service intervals, and maintenance-related stock usage where required.
• Ensure workshop records are updated promptly following completion of maintenance or repair activities.

Reporting

• Prepare regular stock and data reports as requested by the Plant Manager, Workshop Manager, Stores Officer, or Management.
• Provide information on stock balances, stock movements, parts usage, and outstanding records.
• Assist in preparing monthly stock reports and reconciliation schedules.
• Maintain accurate electronic and hard-copy records for audit and management purposes.

General Administration

• Maintain confidentiality and security of company records and information.
• Ensure all source documents are properly filed and easily retrievable.
• Liaise with the Stores, Procurement, Accounts, Plant, and Workshop teams to clarify discrepancies or missing information.
• Perform other reasonable data entry and administrative duties related to plant and workshop operations.

Qualifications and Experience

Minimum Requirements:

• Malawi School Certificate of Education (MSCE) or equivalent.
• Diploma in Data Management, Information Technology, Business Administration, Accounting, Stores Management, CIPS or any related field.
• At least 2 years of experience in data entry, stock control, stores, inventory administration, or a related role.
• Experience in a construction, plant hire, engineering, automotive, or mechanical workshop environment will be an advantage.
• Good working knowledge of Microsoft Excel and Microsoft Word.
• Experience using inventory, accounting, ERP, or stock management systems is an advantage.

Knowledge and Skills

The successful candidate should have:

• Excellent data entry and record-keeping skills.
• Strong attention to detail and accuracy.
• Good knowledge of Microsoft Excel, including sorting, filtering, basic formulas, and spreadsheets.
• Ability to work with large volumes of data and maintain accurate records.
• Basic understanding of stock control and inventory procedures.
• Good organisational and filing skills.
• Ability to identify and investigate discrepancies in records.
• Good communication and interpersonal skills.
• Ability to work effectively with workshop, stores, procurement, and plant personnel.
• Ability to meet deadlines and work under pressure.
• High level of integrity and confidentiality.
• Willingness to work in a workshop/plant environment when required.

• Enter daily stock receipts, issues, transfers, returns, and adjustments into the company’s stock/inventory system or spreadsheets.
• Maintain accurate records of spare parts, lubricants, filters, tyres, batteries, tools, consumables, and other workshop materials.
• Capture information from Goods Received Notes, Material Requisition Forms, Issue Vouchers, Purchase Orders, invoices, and other relevant documents.
• Ensure all data entered is accurate, complete, properly coded, and entered within the required timeframe.
• Update stock balances and maintain accurate inventory records.
• Record parts and materials issued to specific machines, equipment, vehicles, or workshop jobs where required.
• Maintain records of stock received and issued against relevant machine or equipment identification numbers.
• Assist with regular physical stock counts and reconcile physical quantities against system or spreadsheet records.
• Identify and report discrepancies, missing records, duplicate entries, or unusual stock movements to the Workshop/Plant Manager.
• Assist in monitoring minimum and maximum stock levels and highlight items requiring replenishment.
• Maintain proper filing and documentation of stock transactions.
• Assist with tracking slow-moving, obsolete, damaged, or excess stock.
• Maintain accurate data relating to workshop jobs, machine servicing, repairs, maintenance activities, and parts used.
• Enter spare parts and consumables used against individual plant and machinery.
• Assist in maintaining records of machine hours, service intervals, and maintenance-related stock usage where required.
• Ensure workshop records are updated promptly following completion of maintenance or repair activities.
• Prepare regular stock and data reports as requested by the Plant Manager, Workshop Manager, Stores Officer, or Management.
• Provide information on stock balances, stock movements, parts usage, and outstanding records.
• Assist in preparing monthly stock reports and reconciliation schedules.
• Maintain accurate electronic and hard-copy records for audit and management purposes.
• Maintain confidentiality and security of company records and information.
• Ensure all source documents are properly filed and easily retrievable.
• Liaise with the Stores, Procurement, Accounts, Plant, and Workshop teams to clarify discrepancies or missing information.
• Perform other reasonable data entry and administrative duties related to plant and workshop operations.

• Excellent data entry and record-keeping skills.
• Strong attention to detail and accuracy.
• Good knowledge of Microsoft Excel, including sorting, filtering, basic formulas, and spreadsheets.
• Ability to work with large volumes of data and maintain accurate records.
• Basic understanding of stock control and inventory procedures.
• Good organisational and filing skills.
• Ability to identify and investigate discrepancies in records.
• Good communication and interpersonal skills.
• Ability to work effectively with workshop, stores, procurement, and plant personnel.
• Ability to meet deadlines and work under pressure.
• High level of integrity and confidentiality.
• Willingness to work in a workshop/plant environment when required.

• Malawi School Certificate of Education (MSCE) or equivalent.
• Diploma in Data Management, Information Technology, Business Administration, Accounting, Stores Management, CIPS or any related field.
• At least 2 years of experience in data entry, stock control, stores, inventory administration, or a related role.
• Experience in a construction, plant hire, engineering, automotive, or mechanical workshop environment will be an advantage.
• Good working knowledge of Microsoft Excel and Microsoft Word.
• Experience using inventory, accounting, ERP, or stock management systems is an advantage.