Inventory Custodian & Procurement Assistant

The Inventory Custodian & Procurement Assistant (ICPA is responsible for the proper custody, recording, monitoring, and physical control of Company inventory under his/her accountability and for providing administrative and operational support in the procurement of approved goods, materials, supplies and services.

The position ensures that inventory movements are properly documented and physical stocks are regularly verified against records, discrepancies are promptly reported and investigated, approved stock requirements are identified on time, and authorized purchases are properly sourced, documented, coordinated and followed through until delivery.

KEY DUTIES & RESPONSIBILITIES

I. Inventory Custodianship

The ICPA shall:

1. Receive, inspect and properly record incoming inventory, supplies, materials and other Company items delivered to the commissary or the designated storage area.
2. Verify deliveries against the approved Purchase Order, request, delivery receipt, invoice or other authorized supporting document, as applicable.
3. Check quantities, description/specifications, packaging and apparent conditions of delivered items before acceptance.
4. Immediately report shortages, overages, damaged goods, incorrect items or other delivery discrepancies.
5. Maintain accurate and timely inventory records for all receipts, issuances, transfers, returns, adjustments and balances.
6. Ensure that no inventory movement occurs without the required supporting documentation.
7. Safeguard inventory under his/her custody against unauthorized withdrawal, loss, damage, contamination, deterioration or misuse.
8. Maintain orderly storage and proper identification/labeling of stocks.
9. Apply appropriate stock-rotation practices, including FIFO/, where applicable, particularly for food ingredients and other dated.perishable items.
10. Monitor expiry dates, shelf life and condition of stored items and promptly report stocks approaching expiration or showing signs of deterioration.
11. Conduct scheduled physical counts and participate in surprise counts/inventory audits as required by Management.
12. Reconcile physical inventory against inventory records and identify any shortages, overages or unexplained differences.
13. Prepare or initiate Inventory Discrepancy Report for material variances and provide available supporting records for investigation.
14. Never conceal, offset, alter or otherwise attempt to correct an inventory discrepancy without proper documentation and authorization.
15. Monitor stock levels and identify items approaching the established reorder level.
16. Coordinate with the Kitchen Operations Supervisor regarding expected commissary requirements and consumption patterns.
17. Coordinate with the Operations Supervisor regarding inventory reports, discrepancies, missing documentation and required follow-up.

II. Procurement Assistance

The ICPA shall:

1. Receive and consolidate approved purchase requirements from authorized personnel.
2. Verify that requested purchases have the necessary approval before initiating procurement activity.
3. Obtain quotations from qualified suppliers when required by Company procedure.
4. Prepare quotation comparisons showing relevant information such as:

● Price

● Product specifications/quality

● Quantity

● Delivery schedule

● Payment terms, and

● Other relevant commercial conditions

1. Submit supplier quotations and comparisons to the appropriate approving authority.
2. Not select or commit the Company to a supplier without the required approval.
3. Prepare or facilitate Purchase Orders or other purchasing documentation after approval.
4. Place or coordinate approved orders with suppliers.
5. Confirm order details, quantity, specification, price, delivery location and expected delivery date.
6. Follow up pending orders and promptly report delays, shortages, substitutions, price changes or others supplier issues.
7. Coordinate deliveries with the commissary, outlets or other authorized receiving locations.
8. Maintain organized procurement records, including approved requests, quotations, comparative canvasses, Purchase Orders, delivery documents and related communications.
9. Maintain and update an approved supplier/vendor information file as directed by Management.
10. Assist Management in monitoring supplies performance, including reliability, quality, pricing consistency and delivery performance.
11. Identify possible alternative suppliers when requested, but shall not independently replace approved supplies without authorization.

III. Inventory Replenishment and Stock Planning

The ICPA shall:

1. Monitor stock levels against approved minimum/reorder levels.
2. Identify expected shortages sufficiently ahead of operational requirements.
3. Coordinate with Kitchen Operations regarding anticipated production requirements.
4. Consider available stock, expected consumption, scheduled production and outstanding supplier deliveries before recommending replenishment.
5. Avoid unnecessary overstocking while maintaining sufficient inventory for uninterrupted operations.
6. Prompt escalate potential stock-outs that may affect commissary or outlet operations.

IV. Documentation and Reporting

The ICPA shall prepare, maintain or provide input to applicable reports including:

● Daily/Periodic Inventory Report

● Receiving Report

● Stock Issuance/Release Records

● Stock Transfer Records

● Physical Count Sheet

● Inventory Reconciliation

● Inventory discrepancy report

● Expiry/Slow-Moving Stock Monitoring

● Purchase request tracking

● Supplier Quotation/Canvass Comparison

● Purchase Order monitoring

● Outstanding/Pending Delivery Report, and such other inventory and procurement reports required by Management.