Stock & Procurement Officer

Stock & Procurement Officer

HAPPY Program

Supply Chain & Procurement

Today

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New

Accra & Tema Region

Full Time

Hospitality & Hotel

Confidential

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Job summary

The Stock & Procurement Officer is responsible for managing Café Chavela’s inventory and procurement activities to ensure the café has the right products, ingredients and supplies available at the right time and at appropriate cost. The role manages stock movement, receiving and issuing inventory, physical stock counts, variances, purchasing, supplier relationships, and accurate inventory and procurement records. A key responsibility is maintaining strong controls, minimizing waste and shortages, and providing Management with accurate information regarding inventory usage and procurement costs.

Min Qualification:

HND

Experience

• Level:
• Entry level
• Length:
• 1 year
• Language Requirement:
• English
• Working Hours:
• Full Time - 8 to 5
• Applicant
• Location:
• Accra & Tema Region, Ghana
• Job descriptions &
• in inventory management, procurement, stock control, hospitality, retail or a related role preferred.
• in a restaurant, café, hotel or food-service environment is an advantage.
• Strong numerical, record-keeping and organizational skills.
• Strong attention to detail and accuracy.
• Good negotiation and supplier-management skills.
• Ability to identify discrepancies and investigate stock variances.
• Basic understanding of food inventory, storage and stock-rotation principles.
• Comfortable using spreadsheets and inventory-management systems.
• Strong communication skills.
• Honest, trustworthy and accountable.
• Ability to work independently while following Management approval procedures.
• Performance Expectations
• Accuracy of inventory records.
• Stock availability and reduction of unnecessary stock-outs.
• Timeliness and accuracy of purchasing.
• Reduction in unexplained stock variances.
• Waste and spoilage management.
• Purchasing cost control.
• Supplier performance and reliability.
• Accuracy of receiving and stock-issuance records.
• Timeliness and quality of Management reports.
• Organization and cleanliness of storage areas.
• Compliance with Café Chavela’s procurement and inventory procedures.
• Overall accountability and integrity in handling company inventory and purchasing activities.
• Location
• : Cantonments, Accra
• Salary
• : Attractive
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Requirements

• based on inventory levels, expected usage and operational needs.
• Prepare purchase requests for Management approval.
• Obtain and compare supplier quotations where appropriate.
• Place orders with approved suppliers following Management authorization.
• Ensure purchases are made at competitive prices without compromising quality.
• Monitor supplier pricing and report significant increases to Management.
• Coordinate deliveries and avoid unnecessary emergency purchases, over-ordering and excessive inventory.
• Receiving & Verification
• Receive and inspect all deliveries to Café Chavela.
• Verify quantities against approved orders, invoices and delivery notes.
• Check product quality, packaging, expiry dates and condition before accepting goods.
• Immediately report shortages, substitutions, damaged products or quality concerns.
• Ensure only authorized and verified deliveries are entered into inventory.
• Maintain supporting documentation for all goods received.
• Stock Issuance & Usage Control
• Maintain proper controls for issuing products from storage to the kitchen, bar and other operational areas.
• Record quantities issued and ensure stock movements are traceable
• Monitor actual product usage against expected consumption and sales activity.
• Identify unusual or excessive usage and report variances to Management.
• Investigate recurring stock discrepancies with relevant team members.
• Ensure employees do not remove stock without following established procedures.
• Waste, Damage & Variance Management
• Maintain records of spoiled, expired, damaged, incorrectly prepared or otherwise wasted products.
• Ensure all wastage is properly documented and authorized.
• Monitor recurring patterns of waste or unusual product consumption.
• Investigate material differences between expected and actual stock levels.
• Report unexplained shortages or unusual activity promptly to the Managing Director.
• Recommend improvements to reduce waste, loss and unnecessary product usage.
• Storage & Stock Rotation
• Ensure products are stored safely, securely and according to food-safety requirements.
• Maintain clean and organized storage areas.
• Ensure products are clearly labelled and properly arranged.
• Apply FIFO/FEFO principles where appropriate to reduce spoilage and expiry.
• Regularly check expiration dates and identify products that need to be prioritized for use.
• Supplier Management
• Maintain an up-to-date list of approved suppliers and contact information.
• Develop professional working relationships with suppliers.
• Monitor supplier performance, including pricing, product quality, availability and delivery reliability.
• Identify alternative suppliers when necessary.
• Compare supplier prices periodically to ensure competitive value.
• Escalate recurring supplier issues to Management.
• Cost Control
• Monitor the cost of key ingredients and operational supplies.
• Maintain records of purchasing prices to identify cost increases and trends.
• Support Management in identifying opportunities to reduce purchasing costs.
• Assist in monitoring food and beverage costs using accurate purchasing and usage information.
• Identify products with excessive wastage, unusually high consumption or significant cost increases.
• Support Management with information required for menu costing and pricing decisions.
• Reporting
• Provide regular reports on current stock levels and low/out-of-stock items.
• Report purchases made, supplier pricing changes and upcoming purchasing needs.
• Report stock variances, unexplained shortages, wastage, damages and expired products.
• Flag unusual product usage and items requiring Management attention.
• Internal Controls & Accountability
• All significant purchases must receive required Management approval before an order is placed.
• The Stock & Procurement Officer must not approve their own purchases or payments.
• All purchases must have appropriate supporting documentation.
• Goods received must be checked against approved orders and supplier documentation.
• Inventory adjustments, write-offs and unexplained shortages must be documented and reported.
• Supplier invoices and payment records must be available to Management and Finance for verification.
• Stock records must accurately reflect all receipts, issuances, wastage and adjustments.
• Qualifications & Skills
• 1 year or more previous

Responsibilities

• Stock & Inventory Management
• Maintain accurate records of food ingredients, beverages, coffee products, packaging, cleaning supplies and other operational inventory.
• Record all stock received and stock issued to the kitchen, bar and other operational areas.
• Conduct daily, weekly and monthly physical stock counts as required.
• Reconcile physical inventory against stock records and investigate discrepancies.
• Monitor stock levels and maintain appropriate minimum and reorder levels for key products.
• Ensure stock records are updated accurately and on time.
• Monitor high-value and high-usage products closely.
• Procurement & Purchasing
• Identify purchasing