Stock & Procurement Officer

• Maintain accurate records of food ingredients, beverages, coffee products, packaging, cleaning supplies and other operational inventory.
• Record all stock received and stock issued to the kitchen, bar and other operational areas.
• Conduct daily, weekly and monthly physical stock counts as required.
• Reconcile physical inventory against stock records and investigate discrepancies.
• Monitor stock levels and maintain appropriate minimum and reorder levels for key products.
• Ensure stock records are updated accurately and on time.
• Monitor high-value and high-usage products closely.

• Identify purchasing requirements based on inventory levels, expected usage and operational needs.
• Prepare purchase requests for Management approval.
• Obtain and compare supplier quotations where appropriate.
• Place orders with approved suppliers following Management authorization.
• Ensure purchases are made at competitive prices without compromising quality.
• Monitor supplier pricing and report significant increases to Management.
• Coordinate deliveries and avoid unnecessary emergency purchases, over-ordering and excessive inventory.

• Receive and inspect all deliveries to Café Chavela.
• Verify quantities against approved orders, invoices and delivery notes.
• Check product quality, packaging, expiry dates and condition before accepting goods.
• Immediately report shortages, substitutions, damaged products or quality concerns.
• Ensure only authorized and verified deliveries are entered into inventory.
• Maintain supporting documentation for all goods received.

• Maintain proper controls for issuing products from storage to the kitchen, bar and other operational areas.
• Record quantities issued and ensure stock movements are traceable
• Monitor actual product usage against expected consumption and sales activity.
• Identify unusual or excessive usage and report variances to Management.
• Investigate recurring stock discrepancies with relevant team members.
• Ensure employees do not remove stock without following established procedures.

• Maintain records of spoiled, expired, damaged, incorrectly prepared or otherwise wasted products.
• Ensure all wastage is properly documented and authorized.
• Monitor recurring patterns of waste or unusual product consumption.
• Investigate material differences between expected and actual stock levels.
• Report unexplained shortages or unusual activity promptly to the Managing Director.
• Recommend improvements to reduce waste, loss and unnecessary product usage.

• Ensure products are stored safely, securely and according to food-safety requirements.
• Maintain clean and organized storage areas.
• Ensure products are clearly labelled and properly arranged.
• Apply FIFO/FEFO principles where appropriate to reduce spoilage and expiry.
• Regularly check expiration dates and identify products that need to be prioritized for use.

• Maintain an up-to-date list of approved suppliers and contact information.
• Develop professional working relationships with suppliers.
• Monitor supplier performance, including pricing, product quality, availability and delivery reliability.
• Identify alternative suppliers when necessary.
• Compare supplier prices periodically to ensure competitive value.
• Escalate recurring supplier issues to Management.

• Monitor the cost of key ingredients and operational supplies.
• Maintain records of purchasing prices to identify cost increases and trends.
• Support Management in identifying opportunities to reduce purchasing costs.
• Assist in monitoring food and beverage costs using accurate purchasing and usage information.
• Identify products with excessive wastage, unusually high consumption or significant cost increases.
• Support Management with information required for menu costing and pricing decisions.

• Provide regular reports on current stock levels and low/out-of-stock items.
• Report purchases made, supplier pricing changes and upcoming purchasing needs.
• Report stock variances, unexplained shortages, wastage, damages and expired products.
• Flag unusual product usage and items requiring Management attention.

• All significant purchases must receive required Management approval before an order is placed.
• The Stock & Procurement Officer must not approve their own purchases or payments.
• All purchases must have appropriate supporting documentation.
• Goods received must be checked against approved orders and supplier documentation.
• Inventory adjustments, write-offs and unexplained shortages must be documented and reported.
• Supplier invoices and payment records must be available to Management and Finance for verification.
• Stock records must accurately reflect all receipts, issuances, wastage and adjustments.

• 1 year or more previous experience in inventory management, procurement, stock control, hospitality, retail or a related role preferred.
• Experience in a restaurant, café, hotel or food-service environment is an advantage.
• Strong numerical, record-keeping and organizational skills.
• Strong attention to detail and accuracy.
• Good negotiation and supplier-management skills.
• Ability to identify discrepancies and investigate stock variances.
• Basic understanding of food inventory, storage and stock-rotation principles.
• Comfortable using spreadsheets and inventory-management systems.
• Strong communication skills.
• Honest, trustworthy and accountable.
• Ability to work independently while following Management approval procedures.

• Accuracy of inventory records.
• Stock availability and reduction of unnecessary stock-outs.
• Timeliness and accuracy of purchasing.
• Reduction in unexplained stock variances.
• Waste and spoilage management.
• Purchasing cost control.
• Supplier performance and reliability.
• Accuracy of receiving and stock-issuance records.
• Timeliness and quality of Management reports.
• Organization and cleanliness of storage areas.
• Compliance with Café Chavela’s procurement and inventory procedures.
• Overall accountability and integrity in handling company inventory and purchasing activities.

Location: Cantonments, Accra

Salary: Attractive