Warehouse Manager - Nairobi - Career Directions Limited (CDL)

Description

Job Purpose:

The Warehouse Manager will be responsible for overseeing all aspects of warehouse operations, ensuring seamless inventory management, efficient processes, and timely delivery of products. This role entails managing the receipt, storage, and dispatch of goods, optimizing inventory systems, and implementing strategies to enhance warehouse productivity and efficiency. The Warehouse Manager will ensure compliance with safety and regulatory standards while fostering team development and maintaining excellent communication with internal and external stakeholders.

Key Responsibilities

1. Warehouse Operations and Inventory Management:

• Implement and monitor efficient procedures for receiving, storing, and issuing products to minimize losses and spoilage.
  
• Oversee receipt, storage, and distribution of goods while maintaining accurate inventory levels for product range.
  
• Conduct daily stock movement updates and regular inventory audits, ensuring accuracy through cycle counts.
  
• Optimize space utilization and inventory management to address fluctuating supply and demand cycles.
  
• Update and maintain the Odoo database and inventory management system with real-time accuracy.
  
• Collaborate with the Inventory, Import, and Purchase Accountant to ensure optimal stock levels.
  
• Coordinate with procurement and other departments to resolve stock shortages or overages.
  
• Use the Odoo system to log and monitor all stock movements, including transfers between locations and warehouse sections.
  
• Provide reports on inventory turnover rates, highlighting slow-moving or obsolete stocks and recommending appropriate actions.
  
• Investigate and resolve inventory discrepancies by reviewing transaction records, stock movements, and warehouse activities.
  
• Inspect and verify incoming shipments against delivery notes or purchase orders to ensure accuracy in quantity, quality, and specifications.
  
• Manage samples for sales or promotional activities, ensuring proper tracking and retrieval as required.
  
• Use Odoo inventory module to track stock levels, reorder points, and aging products, generating reports to optimize stock control.
  

2. Process Improvement and Efficiency:

• Develop and implement strategies to enhance warehouse productivity, reduce costs, and improve workflows.
  
• Leverage Odoo's warehouse management tools to analyze data, forecast trends, and identify inefficiencies in inventory and order management.
  
• Collaborate with the Finance Manager to align cost-saving strategies with operational goals.
  
• Identify and adopt automation solutions to minimize human errors and enhance efficiency.
  
• Establish channels for warehouse staff to provide feedback on operational challenges and propose process improvements.
  
• Establish and maintain standardized operating procedures for all warehouse activities, ensuring consistency and reliability.
  
• Implement quality control measures to minimize errors in stock handling, order fulfillment, and data entry.
  

3. Dispatch and Delivery Management:

• Oversee the dispatch process to ensure accuracy, completeness, and timely deliveries.
  
• Utilize tracking systems, including Odoo's logistics and inventory modules,to monitor the status of dispatched orders and update customers or internal teams as needed.
  
• Plan efficient delivery routes for dispatch vehicles and motorbikes to optimize resource use.
  
• Supervise outsourced transport services for upcountry orders to ensure timely delivery.
  
• Oversee the loading and unloading of goods, emphasizing safety and accuracy.
  
• Collaborate with the Administration and Logistics Officer to manage delivery logistics effectively.
  
• Prioritize dispatch schedules based on customer requirements, order urgency, and inventory availability.
  
• Implement and maintain high standards for packaging to protect medical equipment during transit and ensure compliance with safety and regulatory requirements.
  
• Ensure that all dispatched items are cross-checked with inventory records to maintain accuracy and prevent discrepancies.
  
• Handle dispatch and delivery issues promptly, such as delays, lost shipments, or damaged goods, by coordinating with relevant teams and third-party providers.
  
• Provide regular updates to customers regarding order dispatch status, estimated delivery times, and any changes in the schedule.
  
• Monitor delivery performance metrics, such as on-time delivery rates and customer feedback, to identify areas for improvement.
  
• Ensure all dispatched goods comply with industry standards and company policies, especially for sensitive medical equipment
  
• Coordinate the return process for defective, incorrect, or unsatisfactory products, ensuring they are promptly logged and restocked or replaced.
  
• Develop protocols for emergency dispatches, such as urgent deliveries to hospitals or clinics, ensuring prompt response times.
  

4. Safety and Compliance:

• Ensure warehouse items are properly labeled and stored to maintain organization and prevent damage.
  
• Oversee fleet operations, including insurance renewals, inspections, and compliance with regulations.
  
• Partner with Health and Safety Officers to ensure a safe working environment and enforce company safety policies.
  
• Conduct regular safety inspections and implement corrective measures when necessary.
  
• Develop, implement, and continuously update a comprehensive warehouse safety manual, ensuring alignment with legal and industry-specific safety regulations.
  
• Oversee the proper labeling and storage of hazardous materials, ensuring compliance with safety guidelines.
  
• Maintain an up-to-date log of safety incidents, conducting root cause analyses for accidents or near-misses to prevent recurrence.
  
• Train staff regularly on safety protocols, regulatory updates, and the proper use of equipment and machinery.
  

5. Team Management:

• Participate in Recruitment, training, and management of warehouse staff in collaboration with Human Resources.
  
• Oversee performance management, mentoring, and development of the warehouse team.
  
• Foster effective communication and collaboration among team members to enhance productivity.
  
• Use Odoo's task management features to ensure warehouse procedures and equipment are in line with safety regulations and industry standards.
  
• Initiate regular discussions with the team members on adherence to the company policy, regulations and ethical standards.
  
• Provide regular training sessions for warehouse staff on best practices, new processes, and tools to maintain high operational standards.
  

6. Reporting and Documentation:

• Prepare and submit accurate reports on warehouse activities, including stock levels, order fulfillment, and discrepancies.
  
• Maintain detailed records of inventory movements, processes, and deliveries  through Odoo system for transparency and traceability.
  
• Provide management with performance data, highlighting operational challenges and opportunities for improvement.
  
• Automatically log every inventory transaction (receiving, storing, dispatching) to ensure full traceability and support regular audits.
  

7.Quality Control and Compliance:

• Ensure all products are stored and handled according to industry standards.
  
• Collaborate with quality assurance teams to address product complaints or quality issues.
  
• Monitor and address discrepancies or damages in shipments and inventory.
  

8.Performance Analysis:

• Set and communicate clear KPIs for warehouse staff.
  
• Regularly evaluate performance, provide constructive feedback, and implement improvement plans.
  
• Recognize and reward high performers while addressing skill gaps through tailored development programs.
  

Requirements

Qualifications and Experience:

• A Bachelors degree in Logistics, Supply Chain Management, Business Administration, or a related field. 
  
• Certification in warehouse management or logistics/ Masters Degree is an added advantage.
  
• A minimum of 3-5 years of experience in warehouse management
  
• Proven experience in managing inventory, overseeing order fulfillment, and coordinating with external distributors and dealers.
  
• Experience in managing a diverse team and implementing process improvements to enhance operational efficiency.
  

Competencies:

• Strong leadership and team management skills, with the ability to motivate and guide warehouse staff.
  
• Excellent organizational and problem-solving abilities to ensure smooth warehouse operations.
  
• Proficiency in warehouse management systems (WMS) and inventory software.
  
• Strong understanding of Odoo warehouse software system.
  
• Excellent communication skills, both written and verbal, with the ability to liaise with internal teams, suppliers, and external distributors.
  
• High attention to detail, especially in tracking inventory and handling specialized medical products.