Stock Clerk

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PURPOSE OF THE ROLE

• The purpose of a Stock Clerk is to ensure accurate stock records by conducting random checks and reconciling stock movements, identifying discrepancies, investigating queries, and maintaining the integrity of stock information.

KEY RESPONSIBILITIES

• Ensuring that the stock movements recorded in the system, such as purchase orders (POs), transfers in and out, invoices, credits, and write-offs, are accurately matched and aligned with the corresponding documentation.
• Verifying and reconciling the stock movements recorded in the system with the actual gate activity, ensuring that the goods received, dispatched, or returned align with the recorded transactions.
• Reviewing and comparing the stock movements recorded in the system with the camera footage, to validate the accuracy and integrity of the recorded transactions and identify any discrepancies or irregularities.
• Identifying and investigating any discrepancies or inconsistencies between the system records, documentation, gate activity, and camera footage, conducting root cause analysis, and taking necessary actions to resolve and reconcile the discrepancies.
• Documenting and maintaining detailed records of the reconciliation process, including findings, resolutions, and any necessary adjustments or corrections made to ensure accurate and up-to-date stock records.
• Working closely with other teams, such as purchasing, warehouse operations, and finance, to address and resolve any discrepancies or issues related to stock movements, ensuring alignment and accuracy across departments.
• Reviewing and rectifying any discrepancies or errors in invoices related to stock, ensuring accurate invoicing and financial reconciliation. Communicating all invoice corrections to relevant stakeholders in order to drive invoice corrections down. Enable the delivery of correction invoices to customers.
• Maintain a missing and unsigned invoice register and ensure the timeous obtaining of POD's that do not meet the necessary requirements. Update records accordingly.
• Managing stock adjustments for various reasons, such as stock age, damages, or discrepancies identified during counts, ensuring proper documentation and adherence to established procedures.
• Conducting stock recounts as necessary to validate and correct any discrepancies or inaccuracies identified during the reconciliation process, ensuring accurate stock records and inventory control.
• Identifying and rectifying any errors or inconsistencies in stock reconciliations, ensuring accurate alignment between physical stock counts and system records.
• Effectively communicating any stock adjustments, corrections, or discrepancies to relevant stakeholders, such as warehouse teams, inventory control, and management, to ensure proper understanding and resolution.
• Generating comprehensive reports of all outbound movements based on camera footage, ensuring accurate and detailed records of stock activities.
• Investigating and resolving queries or discrepancies by cross-referencing camera footage with stock movement records, providing evidence and verification to support findings and conclusions.
• Performing random checks of full loads using camera footage, ensuring adherence to loading instructions, verifying accuracy, and identifying any potential issues or discrepancies.
• Managing and organizing camera footage, ensuring easy retrieval and access for reconciliation purposes, query resolutions, or auditing requirements.
• Adhering to safety guidelines and using appropriate personal protective equipment (PPE) when performing duties to mitigate potential risks.
• Establishing and fostering a safe work environment and overall safety compliance.
• Operate within safety standards.
• Attend and participate in meetings and support the team in achieving the goals of the operation.
• Attend coaching and training.
• Contribute to the overall achievement of the team's goals.

Requirements

QUALIFICATIONS & EXPERIENCE

• Grade 12 (Matric) certificate or equivalent qualification.
• Proven experience of at least 3-5 years in a similar position, with a preference for experience within the FMCG Retail industry.

COMPETENCIES REQUIRED

• Building and maintaining relationships with strong interpersonal skills - living out the company values and unique HO HOLA culture. 
• Friendly, helpful, confident yet humble, and able to work well in a team.
• Ability to work in a highly competitive, fast-paced past and dynamic environment.
• Excellent communication and interpersonal skills. With the ability to communicate fluently in English (written and verbal).
• Comprehensive knowledge of Microsoft.
• Accuracy and attention to detail.

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