Professional Store and Records Manager at Mai Shayi Coffee

Job Purpose

• The Store and Records Manager is responsible for custody, control, documentation, and traceability of all stocks, materials, and records relating to farm operations and coffee processing activities (wet and dry mills).
• Ensures accurate stock management and reliable records in line with good agricultural practices, food processing standards, and internal control requirements.

Key Responsibilities
Stores & Inventory Management:

• Manage all stores for farm, wet mill, and dry mill operations, including agro-inputs, consumables, spare parts, fuel, tools, PPE, and packaging materials
• Receive, inspect, and verify deliveries against approved requisitions
• Maintain accurate bin cards, stock registers, and issue vouchers
• Issue materials strictly based on approved requisitions
• Ensure proper storage conditions, chemical segregation, and FIFO/FEFO principles
• Conduct routine checks and periodic stock taking with Farm Manager and accountant.

Records & Documentation:

• Maintain accurate records for agro-input usage, wet mill processing, dry mill processing, packaging, storage, and dispatch
• Ensure traceability of coffee from farm to storage
• Organize and archive records (manual and electronic)
• Prepare summary reports for management review.

Reporting & Working Relationships:
Reports to Farm Manager

• Collaborate with Agronomist on inputs and usage recording
• Collaborate with Accountant on reconciliation, valuation, cost tracking, and audits
• Collaborate with QC Team: reflect grading and lot approvals in records; movement of coffee occurs only after QC clearance.

Authority & Role Boundaries

• QC Team controls grading, lot approval, and release
• Store & Records Manager responsible for custody, documentation, labeling, and traceability
• Delegated tasks must be verified; manager accountable for all records

Delegation, Supervision & Accountability:

• Delegate tasks as required; supervise and verify all work
• Fully accountable for accuracy, completeness, and integrity of stock and records

Compliance, Safety & Good Practice:

• Ensure safe handling/storage of chemicals
• Monitor issuance of PPE
• Support internal reviews, buyer visits, and audits
• Report damaged, expired, obsolete, or missing items

Reporting & Systems:

• Prepare stock status, consumption, and variance reports
• Maintain records using manual and digital registers
• Recommend improvements to systems and store layout

Key Performance Indicators (KPIs)

• Accuracy of stock and records
• Availability of inputs  Traceability completeness
• Compliance with internal controls
• Reduction in losses and expiries

Qualifications & Experience

• OND/HND or Bachelor’s in Business Admin, Supply Chain, Agribusiness, or related field
• 2–4 years’ experience in stores, inventory, or records management; farm or agro processing preferred.

Skills & Competencies:

• Strong record-keeping and inventory control
• Ability to supervise delegated tasks
• Basic knowledge of agro-inputs
• Proficiency in Microsoft Excel
• Attention to detail and integrity
• Good communication and coordination skills.

Personal Attributes:

• Honest, reliable, and accountable
• Organized and disciplined
• Able to work independently
• Willing to work extended hours during peak periods.

Working Conditions:

• Based at farm and processing facilities
• Requires movement between stores, farm blocks, wet mill, and dry mill
• Workload might increase during harvest and processing seasons.