Stocks and Requisition Account Officer at Mai Shayi Coffee

Purpose of the Role

• The Stocks and Requisition Account Officer will be responsible for the effective management, reconciliation, and reporting of inventory and requisition processes across the restaurant and specialty coffee business.
• This role ensures accurate stock control, cost optimization, vendor management, and compliance with internal financial and operational standards.
• The ideal candidate is an Accountant (ACA/ACCA or equivalent) with a minimum of 5 years’ proven experience in inventory, stock, requisition, and vendor management within the F&B or high-end restaurant/café industry.

Key Responsibilities

• Maintain accurate and up-to-date records of raw materials, beverages, consumables, and finished goods across all outlets and central store.
• Monitor daily, weekly, and monthly stock movements and investigate variances between actual and system stock balances.
• Oversee and coordinate physical stock counts, cycle counts, and periodic audits to ensure accuracy and accountability.
• Implement controls to prevent stock pilferage, wastage, and mismanagement, ensuring compliance with company policies.
• Develop and enforce stock rotation policies (FIFO/FEFO) to minimize losses.
• Review and approve requisition requests in line with operational and budgetary requirements.
• Track requisition flows from initiation to fulfillment and ensure proper authorization processes are followed.
• Manage vendor relationships, negotiate favorable terms, and evaluate supplier performance to ensure value-for-money procurement.
• Reconcile stock ledgers with the general ledger and ensure accurate reflection in financial statements.
• Track cost of goods sold (COGS) and analyze variances between actual and standard costs.
• Generate and present stock and requisition reports (daily, weekly, and monthly) to Finance and Management.
• Provide accurate stock records and reconciliations to support audits and compliance checks.
• Supervise and manage stock/requisition accounting systems, ERP platforms, and POS back-end integration.
• Train and coach junior staff on stock, requisition, and vendor management processes.
• Continuously review and improve stock and requisition systems to strengthen efficiency, accuracy, and transparency.

Key Performance Indicators (KPIs)

• Accuracy of stock records vs. physical counts.
• Timeliness and completeness of stock, requisition, and vendor reports.
• Reduced stock variances, shrinkage, and wastage.
• Vendor cost savings and performance compliance.
• Level of adherence to internal controls and approval hierarchies.

Qualifications & Requirements

• Professional Certification: Chartered Accountant (ACA, ACCA, or equivalent)
• Education: Bachelor’s Degree/HND in Accounting, Finance, or related field.
• Experience: At least 5 years of progressive experience in stock, requisition, inventory accounting, and vendor management within the Food & Beverage sector or large high-end restaurants/cafés.
• Strong knowledge of F&B costing, recipe costing, and COGS analysis.
• Proven ability to set up and manage stock, requisition, and vendor control systems.
• Proficiency in accounting/ERP software and advanced MS Excel skills.
• Excellent negotiation, analytical, and problem-solving skills.
• High integrity, detail-oriented, and results-driven with the ability to work under pressure.