Jobs at J3 Foods and Stores International

Job Description

• Receive and respond promptly to all customer inquiries via phone, WhatsApp, email, or in person.
• Maintain professional and friendly communication at all times.
• Confirm customer orders, verify item availability, and ensure order accuracy.
• Log and follow up on all orders to ensure timely processing and dispatch.
• Work directly with the MD to build and maintain relationships with direct buyers.
• Ensure top-tier service is provided to these buyers, with proactive order follow-up and issue resolution.
• Maintain records of direct buyer history, such as: preferences, purchase quantity, and feedback.
• Liaise with the warehouse and logistics teams to track order status and ensure timely delivery.
• Communicate clearly to customers on dispatch status, delivery timelines, and any delays.
• Handle all customer complaints quickly and professionally, escalating where necessary to the Head HR/Admin or MD.
• Keep a record of complaints and how they were resolved.
• Maintain and update an organized customer database (especially for direct buyers and repeat clients).
• Track regular buying customers, flag inactive ones, and recommend re-engagement steps.
• Share insights and feedback from customers with the marketing and sales teams.
• Suggest improvements based on repeated customer concerns or requests.

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Reports To: Finance Manager / Head of Finance

Job Summary

• The Account Officer is responsible for maintaining accurate financial records, processing financial transactions, reconciling accounts, monitoring cash flow, preparing financial reports, ensuring compliance with company financial policies, and supporting the overall financial management of J3 Foods & Stores International.
• The role requires a high level of integrity, accuracy, and accountability in handling company funds and financial information.

Key Responsibilities
Financial Record Keeping:

• Record all financial transactions accurately and promptly in the company's accounting system/ERP.
• Maintain proper filing and documentation of financial records.
• Ensure all accounting records are complete and up to date.

KPI:

• 100% accuracy in financial entries.
• All transactions recorded within 24 hours.
• Zero missing financial documents.

Cash Management:

• Monitor daily cash inflows and outflows.
• Verify all cash collections and payments.
• Ensure proper custody of company funds.
• Conduct daily cash reconciliation.

KPI:

• Zero unexplained cash shortages.
• 100% daily cash reconciliation completed.
• Cash discrepancies resolved within 24 hours.

Bank Reconciliation:

• Prepare bank reconciliation statements.
• Monitor all bank transactions.
• Investigate and resolve discrepancies promptly.

KPI:

• Monthly bank reconciliation completed by the 5th working day of the following month.
• Zero unresolved reconciliation items older than 7 days.

Accounts Receivable:

• Monitor customer payments.
• Follow up on outstanding invoices.
• Maintain an accurate debtor schedule.
• Escalate overdue accounts.

KPI:

• Customer collections achieve 95% or more of outstanding receivables within agreed credit terms.
• Debtor aging maintained within company limits.
• Monthly receivable report submitted on time.

Accounts Payable:

• Process supplier invoices.
• Verify supporting documents before payment.
• Ensure timely payment of approved expenses.

KPI:

• Supplier payments processed within approved timelines.
• Zero duplicate or unauthorized payments.
• 100% compliance with payment approval procedures.

Requirements

• Interested candidates should possess an HND qualification with 4 - 6 years experience.

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Job Summary

• The Inventory Manager is responsible for planning, organizing, controlling, and monitoring all inventory activities across J3 Foods & Stores International.
• The role ensures optimum stock availability, accurate inventory records, minimal stock losses, effective warehouse operations, and timely replenishment to support business growth.
• The Inventory Manager will implement inventory control procedures, supervise inventory personnel, conduct audits, and ensure compliance with company policies and inventory management best practices.

Key Responsibilities
Inventory Control & Accuracy:

• Develop and implement effective inventory control systems.
• Monitor inventory levels across all warehouses and outlets.
• Ensure all stock receipts, transfers, and issues are accurately recorded in the ERP system.
• Investigate and resolve inventory discrepancies promptly.

KPI:

• Inventory accuracy of 99% or above.
• Monthly stock variance not exceeding 0.5%.
• 100% of inventory transactions recorded within 24 hours.
• Inventory discrepancies investigated and resolved within 48 hours.

Stock Planning & Replenishment:

• Monitor stock levels and reorder points.
• Coordinate timely replenishment of products to branches and warehouses.
• Prevent stock-outs and overstock situations.
• Collaborate with Procurement and Sales teams on inventory forecasts.

KPI:

• Product availability maintained at 98% or above.
• Stock-out rate below 2% monthly.
• Overstock value maintained within approved company limits.
• Replenishment requests processed within 24 hours.

Warehouse Operations:

• Supervise warehouse inventory processes.
• Ensure proper receiving, storage, picking, and dispatch of goods.
• Maintain FIFO/FEFO inventory practices.
• Ensure proper product handling to minimize damage.

KPI:

• Warehouse operational compliance score of 95% or above.
• Product damage below 0.3% of inventory value.
• FIFO/FEFO compliance at 100%.
• Zero unauthorized stock movement.

Stock Audits & Cycle Counts:

• Plan and conduct regular cycle counts and periodic stock audits.
• Coordinate annual physical inventory counts.
• Ensure audit findings are resolved promptly.
• Maintain complete inventory documentation.

KPI:

• Monthly cycle counts completed 100%.
• Quarterly inventory audits completed on schedule.
• Audit discrepancies resolved within 5 working days.
• Zero unresolved inventory audit issues.

Inventory Reporting:
Prepare and submit:

• Daily Inventory Report
• Weekly Stock Movement Report
• Monthly Inventory Valuation Report
• Slow-Moving Stock Report
• Expiry Report
• Inventory Variance Report

KPI:

• 100% on-time submission of reports.
• Report accuracy of 98% or above.

Expiry & Loss Prevention:

• Monitor products approaching expiry.
• Coordinate stock rotation across branches.
• Minimize product expiration and wastage.
• Investigate inventory losses and recommend corrective actions.

KPI;

• Expired stock below 0.5% of inventory value.
• Inventory losses below 0.3% monthly.
• 100% investigation of stock loss incidents.

Team Leadership & Staff Management:

• Supervise inventory officers, warehouse supervisors, storekeepers, and inventory clerks.
• Conduct regular training and performance evaluations.
• Ensure staff comply with inventory procedures and safety standards.
• Foster accountability and teamwork.

KPI:

• Staff attendance above 95%.
• Monthly performance reviews completed for all direct reports.
• At least one inventory training session conducted each month.
• Zero major disciplinary cases due to poor supervision.

ERP & Inventory Systems Management:

• Ensure all inventory transactions are accurately entered into the ERP system.
• Monitor system integrity and stock records.
• Collaborate with IT on inventory system improvements.
• Train staff on ERP inventory processes.

KPI:

• ERP inventory accuracy above 99%.
• Zero unauthorized inventory system adjustments.
• Inventory data updated within 24 hours.

Compliance & Internal Control:

• Enforce company inventory policies and SOPs.
• Ensure compliance with internal controls.
• Safeguard company inventory and warehouse assets.
• Support internal and external audits.

KPI:

• Compliance audit score of 95% or above.
• Zero cases of inventory fraud attributable to negligence.
• 100% compliance with company inventory procedures.

Continuous Improvement:

• Analyze inventory trends and recommend improvements.
• Reduce inventory carrying costs.
• Improve warehouse efficiency and stock turnover.
• Implement process improvement initiatives.

KPI:

• Improve inventory turnover ratio annually.
• Reduce inventory holding costs by agreed company target.
• Implement at least two process improvement initiatives each year.