2 jobs at Bollard Consulting Limited
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Nairobi, Kenya
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Stores Supervisor
Sales Support Assistant
Here are the rewritten versions for Recruit Finds, keeping the original responsibilities and requirements while making the wording original and easy to read.
Stores Supervisor – Bollard Consulting Limited
Job Type: Full Time
Qualification: Diploma, BA/BSc/HND
Experience: 4 years
Location: Mombasa
Job Field: Procurement / Store-keeping / Supply Chain
Job Overview
Bollard Consulting Limited is seeking a Stores Supervisor to oversee daily stores, dispatch, and production activities. The successful candidate will be responsible for ensuring that operational tasks are completed accurately, efficiently, and within the required timelines.
The role involves hands-on supervision of the stores team, monitoring stock removal and dispatch processes, coordinating stock counts, overseeing production activities, enforcing standard operating procedures, and maintaining proper documentation.
The Stores Supervisor will also take responsibility for the performance management and development of direct reports, including setting KPIs, conducting performance reviews, providing coaching, and addressing conduct or performance issues.
Key Responsibilities
Daily Team Coordination
Receive and review incoming orders at the beginning of each day and allocate tasks according to priority, employee skills, and staff availability.
Conduct daily team briefings covering order priorities, production requirements, special instructions, safety matters, and compliance expectations.
Prepare production job cards for conversion orders, ensuring that client details, product specifications, quantities, and completion timelines are correctly captured.
Monitor work progress throughout the day and redistribute staff where necessary to address bottlenecks and changing priorities.
Stock Removal and Dispatch
Personally verify orders before products are removed from the shelves, checking the product, quantity, and variant against the approved Sales Order and Delivery Note.
Check all goods staged for dispatch against the relevant Delivery Note and Sales Invoice before loading is authorized.
Ensure confirmed orders are picked, checked, and ready for dispatch at least 20 minutes before the scheduled departure time.
Notify the Stores & Logistics Manager immediately when an order is likely to miss its dispatch time and provide the reason together with a proposed solution.
Work with the Stores & Logistics Coordinator and Driver to coordinate delivery routes and support timely deliveries.
Stock Taking and Inventory Control
Organize and coordinate monthly physical stock counts and weekly cycle counts according to product categories.
Assign responsibilities to staff participating in stock counts and explain counting procedures, assigned areas, and documentation requirements.
Supervise stock-taking activities and ensure discrepancies are identified and addressed before results are submitted.
Review variance reports from the Stock Controller and investigate discrepancies within the areas under the Supervisor's responsibility.
Report findings and recommended corrective actions to the Stores & Logistics Manager.
Sample Management
Monitor all samples that are dispatched, awaiting return, or returned to ensure that their movements are properly recorded.
Ensure that no sample leaves the stores without the required Material Out system entry and Supervisor authorization.
Follow up on samples that remain outstanding beyond the agreed return period and escalate persistent non-returns.
Inspect returned samples to determine whether they remain in acceptable condition before they are returned to stock.
Gifts Management
Coordinate the planning and dispatch of gifts for clients and partners.
Start annual gift planning at least 30 days before the expected dispatch period.
Coordinate gift quantities, recipient information, packaging requirements, and dispatch schedules with the Stores & Logistics Manager.
Maintain a Gifts Dispatch Register showing recipients, quantities, dispatch dates, and relevant documentation.
Ensure all gift transactions are correctly entered in Tally and supported by the required authorization and documentation.
Inform the Manager promptly where available gift stock is insufficient for planned requirements.
Production Supervision and Quality Control
Supervise production activities throughout the working day and monitor productivity, quality, and compliance with job card specifications.
Address deviations from required specifications immediately.
Inspect completed production items before they are approved for transfer to stores.
Ensure that non-conforming products are not released for dispatch.
Confirm that stock transferred to the production area is supported by the correct job card and documentation.
Make the required Tally voucher entries for conversion jobs and external branding assignments.
Ensure completed converted goods are properly documented when returned to stores.
SOP and Compliance Management
Ensure that all stores policies and standard operating procedures are communicated and consistently followed by the team.
Conduct SOP induction for new employees before they begin working independently.
Provide refresher briefings whenever policies or procedures are introduced or amended.
Carry out weekly compliance checks covering FIFO, stock removal procedures, bin cards, documentation, and production job cards.
Record compliance findings and include them in reports submitted to the Manager.
Report SOP gaps, breaches, or unclear procedures to the Stores & Logistics Manager together with the relevant facts and corrective action.
Ensure stores, production areas, and dispatch yards remain properly organized and comply with housekeeping, health, and safety requirements.
Ensure employees do not operate outside established procedures without prior written authorization.
Documentation and Bin Card Control
Conduct daily checks to ensure every stock removal is recorded on the appropriate bin card at the time of the transaction.
Carry out random documentation audits to confirm that Delivery Notes, Sales Orders, sample records, and production documents are correctly completed and signed.
Escalate unresolved bin card discrepancies, FIFO violations, and documentation problems.
Ensure daily stores documentation is completed, properly filed, and submitted to the Stores & Logistics Coordinator within 24 hours.
Performance Management
Manage the complete performance cycle for all direct reports.
Set documented KPIs and performance objectives with employees at the beginning of each performance cycle.
Align individual targets with departmental objectives provided by the Stores & Logistics Manager.
Conduct formal one-on-one performance reviews using evidence from operational reports, production records, dispatch records, and observations.
Complete appraisal documentation and submit it to the Stores & Logistics Manager for review and approval before forwarding it to HR.
Recommend training, salary reviews, or grade progression based on documented performance results.
Reporting
Prepare daily, weekly, and monthly operational reports covering dispatched orders, completed production, stock concerns, staff conduct, SOP compliance, and outstanding issues.
Immediately report serious operational problems such as dispatch errors, missing stock, production quality issues, SOP violations, or staff conduct concerns.
Maintain an issues and actions register showing the responsible person, expected completion date, and current status of unresolved matters.
Staff Coaching and Development
Hold structured weekly coaching sessions with direct reports.
Provide practical feedback covering both positive performance and areas requiring improvement.
Document coaching sessions and agreed actions.
Assist with the induction and training of new employees.
Closely supervise new employees until they are ready to work independently.
Monitor attendance, punctuality, and employee conduct and document concerns for reporting to the Stores & Logistics Manager.
Minimum Qualifications and Experience
Diploma or Bachelor's Degree in Supply Chain, Logistics, Business Administration, or a related field.
At least 4 years of experience in stores, warehouse, or production operations.
At least 2 years of experience in a supervisory position involving direct people management.
Experience setting team KPIs and conducting performance reviews.
Proficiency in Tally or a comparable warehouse management system.
Knowledge of stores management procedures, FIFO principles, and documentation controls.
Key Skills
Strong ability to coordinate stores, dispatch, production, and receiving activities simultaneously.
Good people management and performance management skills.
High attention to detail when checking stock, documents, and production output.
Clear communication and effective escalation of operational issues.
Strong planning and scheduling abilities.
Ability to consistently enforce SOPs and operational standards.
Practical knowledge of Tally, including voucher entries, manufacturing journals, and sample management.
Sales Support Assistant – Bollard Consulting Limited
Job Type: Full Time
Qualification: BA/BSc/HND
Experience: 1–2 years
Location: Mombasa
Job Field: Sales and Business Development
Job Overview
Bollard Consulting Limited is seeking a Sales Support Assistant to provide administrative and operational support to the Sales, Imports, Digital Marketing, and Operations teams.
The successful candidate will help ensure that customer requirements are handled accurately, orders are processed efficiently, and sales documentation is properly prepared and maintained. The role will also involve supporting client servicing, product documentation, import-related activities, internal records, and coordination between different departments.
The position requires a highly organized individual with good attention to detail and the ability to manage documentation and administrative tasks accurately.
Key Responsibilities
Client Servicing and Order Processing
Prepare and issue client samples, quotations, proforma invoices, and customer orders.
Follow up on samples and other client requirements to support timely service delivery.
Capture and maintain accurate information relating to client requirements and specifications.
Record custom product specifications, pricing details, and branding preferences.
Review Requests for Quotations (RFQs), Local Purchase Orders (LPOs), sales quotations, and order forms before fulfillment.
Check documents carefully to ensure that client, product, pricing, and order information is accurate.
Imports and Operations Support
Provide administrative support for special orders and import-related activities.
Compile product specifications required for special and import orders.
Calculate required quantities based on order requirements.
Monitor delivery timelines and follow up on outstanding orders.
Maintain updated internal records of product codes and unit prices.
Keep supplier contact information accurate and up to date.
Support the relevant teams in coordinating operational requirements.
Documentation and Record Management
Maintain organized sales and operational records.
Ensure client accounts and related documentation are properly filed and kept up to date.
Support the filing and archiving of sales documents.
Maintain accurate records that can be easily retrieved when required.
Ensure relevant documentation is complete and properly maintained.
Assist in keeping internal databases and administrative records current.
Departmental Support
Work closely with the Sales team to provide administrative and operational assistance.
Support the Imports team with documentation and order-related activities.
Assist the Digital Marketing team where administrative or operational support is required.
Provide support to the Operations department as assigned.
Coordinate with different departments to help ensure customer orders and internal processes move smoothly.
Assist with other relevant administrative and sales support duties as required.
Qualifications and Skills
Diploma or Bachelor's Degree in Sales & Marketing, Business Administration, Supply Chain Management, Procurement, or a related field.
1–2 years of relevant experience in sales support, customer service, operations, or administration is an added advantage.
Strong proficiency in Microsoft Excel.
Good administrative and record-keeping skills.
Strong attention to detail when preparing and reviewing documents.
Ability to maintain accurate client, product, pricing, and supplier information.
Good organizational and coordination skills.
Ability to work effectively with Sales, Imports, Digital Marketing, and Operations teams.
Good communication skills and the ability to follow up on pending tasks and requirements.
Application
Use the link(s) below to apply on company website.