Verification Officer Java House
Apply by 16 October 2023
Verification Officer
Java House
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Job description
SUMMARY OF WORK ENVIRONMENT
The Warehouse and Logistics operations is the heartbeat of our organization and it is the fulcrum within which our operations rotate as it binds all the functions together to consistently plan, receive, store and deliver quality products within our network every day in a timely manner to meet the required customer’s service levels.
The work environment involves office work, working in the warehouse with manual handling equipment, processing areas and working with the fleet, manufacturing business unit, retail, national distribution Centre including Logistics.
There are several Environment, Health and Safety requirements to ensure safety of the staff, visitors and company assets.
The commissary consists of a series of food preparation, processing disciplines and warehousing set within temperature controlled sections, ranging from 5 degrees up to 30 degree Celsius.
In order to maintain and guarantee the safe provision of food to customers, the commissary implements a systemic approach to warehouse management, whereby appropriate controls, tools and procedures are applied to a variety of conditions both ambient and cold chain to help manage any consequential risks. Key processes include:
Inventory
Receiving of raw materials direct from suppliers, ensuring booking into the inventory system, storing and conducting consolidated picking based upon summary work order requests before issuing to the manufacturing team, retail following the order schedule.
Receiving
Activity where all downstream processes depend on including the accuracies of data entry and labeling during receiving. A return process is initiated when we reject inventory due to non-conformity to enable quick and efficient returns processing (or reverse logistics).
Put-away / Inventory Control
Put-away is critical to the overall accuracy of warehouse inventory ensuring inventory reaches the shelf in the shortest amount of time and to eliminate “out of stock situations”.
Order Picking
Involves picking, packing, labelling of inventory items as per customer order request to enable 100% order fulfilment. Responsible for translating work order requests into processed orders.
Shipping / Distribution
Ensuring on-time deliveries and increase shipment accuracy, products must be labeled accurately, documents matched correctly to customer order for distribution process by the National Distribution Centre
Order fulfilment
Responsible for following the production plan and receives product from the assembly section, hereby booking the product into the inventory system, acting as the physical transfer of stock from the manufacturing division to the National Distribution Centre of Warehouse section as required.
Primary Purpose and Scope the Job
The verification officer is responsible for verifying all the branch and customers’ orders in an efficient and timely manner and cross checking the accuracy of the marshalled orders before dispatch, receiving, unpacking the incoming raw materials and finished goods at the warehouse, manufacturing, retail and inspect the goods for conformity, accuracy and completeness, and resolves inconsistencies thereon including maintaining a full proof system of documentation.
DUTIES AND RESPONSIBILITIES:
· Verification of the branch orders that have been picked and marshalled from Warehouse, Manufacturing, and Retail to confirm quantity, material and quality against the accompanying documentation.
· Dispatching of the verified orders to the branches in an orderly and timely manner to ensure no delays
· Documenting any variations that are observed during the verification process for appropriate corrective actions
· Ensure shipment of items by examining items, destination, route, rate, delivery time; ordering carriers.
· Maintaining all the appropriate and accurate records that show a trail of all the dispatches for traceability
· Communicating to the branches any material information on dispatch that may affect timely receipt of orders
· Document and escalate to the immediate supervisor all the discrepancies that may be noted during verification and receiving.
· Track rates of accuracy, branch orders, packing lists, loose stock sheets and returns as well as defective items to inform quality control decisions.
· Initiate the process of requesting for Goods Return Notes and Debit Notes for items not received but invoiced and items received and not invoiced.
· Ensures the end-end verification process complies 100% with food safety standards.
· Nurture positive relationships with suppliers and customers.
· Managing control measures to make sure inaccuracies and errors are highlighted and resolved.
· Prepare, generate, and file daily, weekly and monthly reports verification and distribution reports; review performance reports daily, weekly and monthly with immediate supervisor.
KEY ACCOUNTABILITIES:
· Dispatch & Verification Accuracy
· Receiving & Put-away
· Record-Keeping
· Food Safety Standards Compliance
· Adherence to Occupational Safety and Health Procedures
· Performs all relevant tasks in line with the trained standard operating procedures
PERFORMANCE INDICATORS
· Safe Work Environment
· Effective Resource Management
· Strong Customer Focus
· Effective Food Safety Leadership
· Effective Communication
· 100% Verification & Documentation Accuracy
· Perfect Order Rate (POI)
· Order Fill Rate
· Dispatch Accuracy
· 100% Conformance to Verification Quality Standards
JOB SPECIFICATIONS:
Qualifications
Post-secondary certification in Business / Technical related fields and a Diploma in Purchasing and Supplies Management would be desirable
Minimum grade of C Plain at KCSE Level
Experience
· Not less than 2 years working experience in a similar position, or in stores management
· Experience of working in an FMCG environment
· Excellent IT skills, numerical skills for financial analysis.
· Excellent English verbal and written skills
· Knowledge of supply chain management, inventory control and order cycle management would be an added advantage
· Strong computer skills: MS Excel, MS Word. These are required for data analysis and report generation
· Strong oral and written communication
SPECIAL CONDITIONS OF EMPLOYMENT
· Physical ability to frequently lift and carry materials weighing up to 25 pounds, and occasionally up to 50 pounds and should be able to stand for several hours during the shift.
· Endures cold working conditions
CORE COMPETENCIES
· Strong planning and organizational skills
· Work accurately with speed to execute the assigned tasks
· Possess great interpersonal skills
· Strong attention to detail, seeks out information that helps deliver the section targets
· Demonstrates strong safety awareness at all times
· Exhibits maturity and sound judgment
Role overview
FUNCTION
Supply Chain, Logistics
INDUSTRY
Food & Beverages
YEARS OF EXPERIENCE
2-3 years
LOCATION
Nairobi
About Java House
Java House, commonly referred to as ‘Nairobi Java’, opened its first store in 1999 at Adam’s Arcade in Nairobi. With the aim of introducing gourmet coffee drinking culture in Kenya, the first outlet was a coffee shop and later the brand evolved to an American diner style restaurant to its present-day status as a 3 -day part coffee-led, casual dining concept.
Java House is now one of the leading coffee brands in Africa and has grown to have outlets in 14 cities across 3 countries in East Africa (Kenya, Uganda and Rwanda). It has also birthed two sister brands Planet Yoghurt, a healthy, tasty and fun frozen yoghurt store and 360 Degrees Pizza, a casual dining restaurant.
“Welcome to Java. A home away from home”
