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 Rumphi Project Site for:

Job Title: Stores Data Clerk (1 Position)

Nature of Contract: 12 Months Fixed Term

Duty Station: Rumphi

1. JOB SUMMARY

The Stores Data Clerk is responsible for accurately recording, updating, and maintaining inventory and stores-related information for the construction company.

The role supports the efficient control of construction materials, tools, spare parts, equipment, PPE, and other items received, issued, transferred, or returned through the stores.

The position ensures that physical stock movements are properly documented and accurately reflected in the company’s stock records or inventory management system.

2. KEY DUTIES & RESPONSIBILITIES

• Enter and maintain accurate stores and inventory data in the company’s computer system, spreadsheets, or inventory management software.
• Record all goods received, goods issued, stock transfers, returns, and adjustments promptly and accurately.
• Prepare and process Goods Received Notes (GRNs), Goods Issue Notes, Material Requisition Forms, Delivery Notes, and other stores documentation.
• Update stock cards, bin cards, inventory registers, and electronic stock records.
• Ensure that quantities, item descriptions, units of measurement, and item codes are correctly recorded.
• Match delivered materials against purchase orders, delivery notes, and other supporting documentation.
• Assist the Stores Officer/Manager in monitoring stock levels and identifying items that require replenishment.
• Maintain accurate records of construction materials such as cement, aggregates, steel, timber, pipes, fittings, fuel-related items, tools, PPE, and other site consumables.
• Record the movement of spare parts and maintenance materials issued to plant, vehicles, and equipment.
• Assist with regular physical stock counts and reconcile physical quantities against system records.
• Investigate and report discrepancies between physical stock and recorded stock.
• Maintain organized filing systems for stores documents and ensure documents can be retrieved when required.
• Ensure all stores transactions are properly authorized before processing.
• Prepare daily, weekly, and monthly stock movement reports as required.
• Provide accurate inventory information to the Stores, Procurement, Finance, and Project teams.
• Assist in monitoring slow-moving, damaged, obsolete, or excess stock.
• Maintain records of materials issued to individual construction sites, projects, departments, or employees.
• Support the preparation of stock valuation and inventory reports where required.
• Ensure confidentiality and security of company inventory and stores information.
• Follow company procedures relating to purchasing, inventory control, documentation, and data management.
• Report any irregularities, missing documentation, unauthorized stock movements, or suspected losses to the supervisor.
• Perform any other reasonable duties assigned by management.

3. QUALIFICATIONS AND EXPERIENCE

• Malawi School Certificate of Education (MSCE) or equivalent.
• Advanced Diploma or Diploma in Stores Management, Supply Chain Management, Procurement, Logistics, Accounting, Business Administration, Information Technology, or a related field is an advantage.
• At least 2 years’ experience in stores, inventory, data entry, logistics, or a related role.
• Experience in a construction company, engineering company, quarry, manufacturing environment, or similar industry is an advantage.
• Previous experience using inventory or accounting software is desirable.
• Good working knowledge of Microsoft Excel and Microsoft Word.
• Experience with stock cards, inventory registers, GRNs, requisitions, and stock reconciliation is an advantage.

4. KEY SKILLS AND COMPETENCIES

• Excellent data-entry and record-keeping skills.
• High level of accuracy and attention to detail.
• Good numerical and analytical skills.
• Good knowledge of inventory and stores procedures.
• Proficiency in Microsoft Excel, including basic formulas and spreadsheet management.
• Ability to work with inventory management or ERP systems.
• Good organizational and filing skills.
• Ability to identify and resolve data discrepancies.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet reporting deadlines.
• Strong integrity and accountability when handling company records.
• Ability to work effectively with stores personnel, procurement, finance, project teams, and suppliers.

5. CONSTRUCTION STORES RESPONSIBILITIES

The Stores Data Clerk should have an understanding of the importance of accurate stock records in construction operations, particularly for:

• Construction materials and consumables.
• Plant and equipment spare parts.
• Tools and small equipment.
• Personal protective equipment (PPE).
• Electrical and plumbing materials.
• Building and road construction materials.
• Site office and general supplies.
• Fuel and other controlled items, where applicable.

The clerk must ensure that materials issued to different construction projects or sites are correctly recorded against the appropriate project, cost centre, department, or work activity.

• Enter and maintain accurate stores and inventory data in the company’s computer system, spreadsheets, or inventory management software.
• Record all goods received, goods issued, stock transfers, returns, and adjustments promptly and accurately.
• Prepare and process Goods Received Notes (GRNs), Goods Issue Notes, Material Requisition Forms, Delivery Notes, and other stores documentation.
• Update stock cards, bin cards, inventory registers, and electronic stock records.
• Ensure that quantities, item descriptions, units of measurement, and item codes are correctly recorded.
• Match delivered materials against purchase orders, delivery notes, and other supporting documentation.
• Assist the Stores Officer/Manager in monitoring stock levels and identifying items that require replenishment.
• Maintain accurate records of construction materials such as cement, aggregates, steel, timber, pipes, fittings, fuel-related items, tools, PPE, and other site consumables.
• Record the movement of spare parts and maintenance materials issued to plant, vehicles, and equipment.
• Assist with regular physical stock counts and reconcile physical quantities against system records.
• Investigate and report discrepancies between physical stock and recorded stock.
• Maintain organized filing systems for stores documents and ensure documents can be retrieved when required.
• Ensure all stores transactions are properly authorized before processing.
• Prepare daily, weekly, and monthly stock movement reports as required.
• Provide accurate inventory information to the Stores, Procurement, Finance, and Project teams.
• Assist in monitoring slow-moving, damaged, obsolete, or excess stock.
• Maintain records of materials issued to individual construction sites, projects, departments, or employees.
• Support the preparation of stock valuation and inventory reports where required.
• Ensure confidentiality and security of company inventory and stores information.
• Follow company procedures relating to purchasing, inventory control, documentation, and data management.
• Report any irregularities, missing documentation, unauthorized stock movements, or suspected losses to the supervisor.
• Perform any other reasonable duties assigned by management.

• Excellent data-entry and record-keeping skills.
• High level of accuracy and attention to detail.
• Good numerical and analytical skills.
• Good knowledge of inventory and stores procedures.
• Proficiency in Microsoft Excel, including basic formulas and spreadsheet management.
• Ability to work with inventory management or ERP systems.
• Good organizational and filing skills.
• Ability to identify and resolve data discrepancies.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet reporting deadlines.
• Strong integrity and accountability when handling company records.
• Ability to work effectively with stores personnel, procurement, finance, project teams, and suppliers.

• Malawi School Certificate of Education (MSCE) or equivalent.
• Advanced Diploma or Diploma in Stores Management, Supply Chain Management, Procurement, Logistics, Accounting, Business Administration, Information Technology, or a related field is an advantage.
• At least 2 years’ experience in stores, inventory, data entry, logistics, or a related role.
• Experience in a construction company, engineering company, quarry, manufacturing environment, or similar industry is an advantage.
• Previous experience using inventory or accounting software is desirable.
• Good working knowledge of Microsoft Excel and Microsoft Word.
• Experience with stock cards, inventory registers, GRNs, requisitions, and stock reconciliation is an advantage.