Stores & Assets Assistant

CBK is seeking a meticulous and compliance-focused STORES AND ASSETS ASSISTANT (BUSINESSS ANALYST) in the GENERAL SERVICES DEPARTMENT to safeguard vital inventory and organizational assets across its operational centers. This vital Entry-level/Junior role, based in Kisumu, demands strong technical proficiency in stock rotation (FIFO/FEFO), and demonstrated accountability concerning the PPADA 2015 framework. If you are a highly ethical, detail-oriented Kenyan professional eager to manage full-cycle inventory control and streamline asset lifecycle documentation, apply now to ensure operational integrity.

Job Purpose

The holder will serve as the custodian of all stores, materials, and movable assets at CBK Branches and/or Centres, ensuring accurate inventory control, secure storage, and proper record-keeping in compliance with the Public Procurement and Asset Disposal Act (PPADA) 2015 and internal control procedures under the guidance of the Inventory Manager / Deputy Manager.

Roles and Responsibilities

Inventory Control and Reconciliation

1. Receive, inspect and document incoming goods and materials against approved delivery notes and specifications to verify quality and quantity.
2. Transfer received items to their respective storage shelves after receipt.
3. Issue store items to authorized user departments upon receipt of duly approved issue vouchers/requisitions, ensuring items are issued accurately and promptly.
4. Maintain up-to-date and accurate physical and electronic stock records (e.g., Bin Cards, Stock Ledgers, or ERP system entries).
5. Implement stock rotation methods, such as First-In, First-Out (FIFO) or First-Expiry, First-Out (FEFO), to prevent losses due to expiry or obsolescence.
6. Conduct periodic physical stock-taking (spot checks, quarterly, and annual counts) and reconciling physical inventory balances with ledger records, reporting any discrepancies immediately.
7. Regularly inspect storage areas in the stores to ensure the highest standards of housekeeping, safety and security arrangements are achieved and maintained.
8. Adhere to the laid down standard operating procedure and work instructions in stock management and storage of materials.

Asset Management

1. Ensure all movable, non-consumable institutional assets (e.g., furniture, computers, equipment) are physically tagged and registered upon receipt.
2. Maintain a comprehensive and accurate offline GSD Assets Register.
3. Participate in the annual or periodic physical verification of assets and reconciling the findings with the Asset Register to ensure accountability.
4. Compile preliminary lists of obsolete, redundant, or unserviceable materials and assets, ready for onward submission to the disposal committee.
5. Collect surrendered items and facilitate transport to the designated storage area.
6. Participate fully in the asset disposal processes and facilitate all attendant processes.

Documentation and Reporting

1. Ensure all store documents, including goods received notes, issue vouchers, stock sheets, and asset movement and asset tagging forms, are properly filed and maintained for audit purposes.
2. Prepare periodic reports on inventory levels, consumption rates, and stock status for review by the Section Manager.
3. Any other assigned roles and responsibilities.

Qualifications

1. Diploma in Supply Chain management, Stores Management, Purchasing and Suppliers Management or Logistics from a recognised institution.
2. Be an Associate Member of the Kenya Institute of Supplies Management (KISM) OR be eligible for membership.
3. A minimum of two (2) years of relevant experience in stores operations or inventory control, preferably within the public sector or a large organization.

Technical Competencies

1. Knowledge of the Public Procurement and Disposal Act (PPADA)
2. Integrity and Accountability: High ethical conduct and transparency in handling resources.
3. Attention to Detail: Exceptional precision in counting, data entry, and documentation.
4. Interpersonal Skills: Ability to communicate clearly with user departments and team members.
5. Computer Literacy: Proficiency in computer applications, particularly in using an Enterprise Resource Planning (ERP) or Inventory/Asset Management System.

Behavioral/ General Competencies

1. Quality orientation – Ability to check work to ensure accuracy. Adopt a disciplined approach to work and drive for closure, results, and success.
2. Communication & information sharing -Ability to express information clearly and succinctly, orally and in writing, considering the audience and the nature of the information.
3. Professionalism – Ability to convey a high level of excellence and competence on delivery of duty.
4. Collaboration and teamwork – Ability to work collaboratively within a group of people to achieve a common goal.
5. Accountability and professional development – Ability to take and accept responsibility and outcome thereof in an open and transparent manner.
6. Resilience – Ability to withstand operational challenges and maintain momentum.
7. Customer focus – Ability to demonstrate concern for the expectations of customers and prioritize them as well as convey realistic expectations to both internal and external customers.
8. Ability to act and operate independently with minimal daily direction from Supervisor to accomplish objectives.