Position: Data Entry and Stores Intern

Reports to: Stores Manager

Location: Arusha

Grade: Intern

Application Deadline: 25th July 2024

Duties:

• Collect purchased materials from suppliers or cargo transporters when the Procurement Officer is busy, absent, or on leave.
• Hand over installation materials and tools to technicians going to site. Prepare Delivery Notes (DNs) and relevant documents. After the technicians return from site, ensure signed copies of DNs from clients are properly filed for reference.
• Prepare stores reports after installations and share them with the Accounts department for client billing.
• Request quotes from vendors and stay informed about the availability, lead times, and time frames for procured items. Prepare cost sheets and payment summaries to take charge in the absence of the Procurement Officer.
• Post issues of materials on AccTan software based on deliveries handed over by the Procurement Officer. Reverse materials not used and add them back to inventory upon technicians' return.
• Generate Goods Received Notes (GRNs) by receiving purchased items into AccTan software and registering them into inventory according to their SKUs. This includes non-stock items (Just-In-Time) bought for specific projects. Physically receive items into stores, ensure they are in good condition, and arrange them properly after inspection. In case of broken, substandard, or damaged items during transportation, fill in the delivery discrepancy form, ensure it is signed off by the transporter, and produce copies for follow-up.
• Ensure proper arrangement and organization of the Work-In-Progress (WIP) container. Label all items per project and produce a list of materials for each project. Make it easy to identify which materials have been purchased and which ones haven’t as per the technicians' installation list, with proper arrangement.
• Properly file invoice copies, Local Purchase Orders (LPOs), and GRNs before submitting them to accounts for reference. Ensure proper movement of paperwork between suppliers, stores, and the accounts department.
• Monitor stock levels of items, especially fast-moving stock and installation accessories, and replenish them timely. Ensure the stores are organized with respective SKUs to make spot checks and stock-taking easier to conduct monthly. Maintain the store’s smart and presentable appearance at all times.
• Develop spreadsheets, insert formulas, and develop templates for reporting and organizing data to improve reporting quality and make departmental data manageable, simple, and easy to digest for decision-making.

Qualifications:

• Good driver with a valid driving license.
• Organized with attention to detail.
• Proficiency in MS Excel and good communication skills for proper coordination with other departments.
• Procurement & Logistics knowledge (diploma/certificate) with at least 1 year of valid experience in comparing quotes, vetting, and the thought process behind purchases.
• Sharp, punctual, organized, and a self-starter (not a pushover).
• Hands-on, communicative, takes initiative, attentive to details, goes the extra mile in following up and deriving solutions to problems. Computer literate (familiarity with accounting/inventory packages is an added advantage).
• Physically active, smart, and organized.
• Knowledge/experience in inventory management and procurement (certificate/diploma) is essential.
• Proficiency in MS Excel and other MS packages (Word, PowerPoint, etc.) is crucial for preparing/developing reports and presentations.
• Punctuality, discipline, positive attitude, and boldness. This position is not for candidates who make too many excuses, abscond, or are lazy.

How to Apply:

All interested candidates should apply via the following link. Only shortlisted candidates will be contacted.