Inventory & Production Officer

Job Details

Job Title: Inventory & Production Officer

Department: Stores & Production

Reports To: Head of Warehouse and Logistics / Designated Manager

Direct Reports: Stitchers and General Worker

Location: Nairobi

Job Level: Main Job Level

Job Purpose

To maintain inventory accuracy and stock availability while coordinating daily production activities, including stitching, tailoring, and fabric-related work. The role oversees stock control, production output, material usage, quality monitoring, team coordination, and accurate record keeping.

Key Responsibilities

• Inventory Control: Maintain accurate physical and system stock records, investigate discrepancies, ensure proper labelling and storage, monitor stock levels, apply approved stock rotation procedures, and record stock movements and transfers.
• Stocktaking and Reporting: Conduct routine stock counts, reconcile physical stock against system records, document variances, and prepare reports on shortages, excess stock, slow-moving items, and inventory risks.
• Production Planning: Allocate daily tasks to Stitchers and the General Worker, communicate production targets and deadlines, monitor progress, and coordinate priorities with the Head of Warehouse and Logistics and Admin / Order Fulfilment Officer.
• Production Coordination: Oversee stitching, tailoring, and fabric-related activities, monitor completed work and pending jobs, maintain production records, and report delays, equipment issues, and material constraints.
• Quality Control: Ensure production meets approved designs, measurements, samples, specifications, and quality standards. Identify defects, coordinate corrective actions, monitor rework and rejects, and separate non-conforming materials or finished products.
• Materials and Waste Control: Monitor fabric, accessories, and other production materials, report impending shortages, track material consumption, and record wastage, rework, and avoidable production losses.
• Damaged Goods and Returns: Identify and document damaged, defective, returned, or non-conforming stock and production output. Ensure affected items are separated pending assessment and coordinate approved repairs, replacements, rework, or returns.
• Documentation and Reporting: Maintain accurate records of stock movements, production output, material usage, defects, and wastage. Prepare routine reports on inventory accuracy, production performance, quality, and material utilisation.
• Team Coordination: Provide work instructions and guidance to Stitchers and the General Worker, monitor attendance and productivity, and escalate performance, staffing, or resource concerns through the appropriate channels.
• Safety and Continuous Improvement: Ensure compliance with safety, housekeeping, and equipment-handling procedures. Identify opportunities to improve stock control, production workflow, productivity, and material utilisation.

Knowledge and Skills

• Knowledge of inventory control, stocktaking, stock rotation, and discrepancy resolution.
• Understanding of production coordination, stitching, tailoring, fabric handling, and material control.
• Ability to monitor production output, inspect quality, identify defects, and track wastage.
• Basic computer skills and the ability to maintain accurate records and reports.
• Strong communication, teamwork, planning, problem-solving, and time-management skills.

Core Competencies

• Accuracy and attention to detail.
• Ownership, accountability, and results orientation.
• Planning, organisation, and prioritisation.
• Team coordination and constructive feedback.
• Quality consciousness and continuous improvement.
• Integrity, discipline, and safe working practices.

Key Working Relationships

Internal: Head of Warehouse and Logistics, Admin / Order Fulfilment Officer, Receiving & QC Officer, Dispatch Officer, Procurement, Sales / Customer Service, and Management.

External: Suppliers and service providers, as required and within delegated authority.

Authority and Accountability

The Inventory & Production Officer is responsible for day-to-day inventory control and coordination of assigned production activities. The Officer may allocate tasks and provide operational instructions to Stitchers and the General Worker within approved procedures.

Approval must be obtained for stock adjustments, write-offs, purchases, overtime, and other decisions beyond the role's delegated authority.

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