Depot Assistant at Kinangop Dairy Limited

Job Purpose

To support depot efficiency by ensuring compliance with company policies, regulatory standards and operational best practices, while providing oversight in reporting, audits and customer service management.

Main Responsibilities

Order & Sales Management

• Receive, authorize, and process sales orders and invoices
• Reconcile salesmen's accounts (cash and stock) and confirm payments
• Collect cheques, manage direct cash sales, and ensure proper allocation of payments

Stock & Inventory Control

• Ensure accurate stock records in both physical and system (Syspro) dashboards
• Follow FIFO dispatch, manage returns and disposals, and prevent stock losses
• Oversee fuel and mileage records for depot trucks

Financial Administration

• Handle petty cash payments and balances
• Verify invoice accuracy before posting
• Prepare and dispatch customer statements, monitor debt ageing, and support credit control

Reporting & Documentation

• Prepare weekly and monthly depot activity reports
• Generate administrative and cost-control reports
• Verify contracts, key account documents, and maintain compliance records

Depot Operations & Staff Management

• Deputise for the Depot Administrator and oversee depot staff, drivers, and salesmen
• Maintain depot cleanliness, orderliness, and operational discipline
• Handle additional assignments as directed by the Depot Administrator

Required Knowledge, Skills and Experience

Education

• Bachelor's degree in Business Studies or Accounting
• KCSE grade C+ and above
• Part 2 of a professional accounting qualification (CPA (K) or ACCA preferred)

Technical Competencies

• Proficient in MS Office suite (Excel, Access, PowerPoint)
• Experience with accounting packages and ERP systems (QuickBooks, Sage, or Syspro)
• Knowledge of Syspro is advantageous