DATA ENTRY CLERK – H.E. Jackson Engineering Ltd (HEJ)

Key Responsibilities

• Enter daily stock receipts, issues, transfers, returns, and adjustments into the company’s stock/inventory system or spreadsheets.
• Maintain accurate records of spare parts, lubricants, filters, tyres, batteries, tools, consumables, and other workshop materials.
• Capture information from Goods Received Notes, Material Requisition Forms, Issue Vouchers, Purchase Orders, invoices, and other relevant documents.
• Ensure all data entered is accurate, complete, properly coded, and entered within the required timeframe.
• Update stock balances and maintain accurate inventory records.
• Record parts and materials issued to specific machines, equipment, vehicles, or workshop jobs where required.
• Maintain records of stock received and issued against relevant machine or equipment identification numbers.
• Assist with regular physical stock counts and reconcile physical quantities against system or spreadsheet records.
• Identify and report discrepancies, missing records, duplicate entries, or unusual stock movements to the Workshop/Plant Manager.
• Assist in monitoring minimum and maximum stock levels and highlight items requiring replenishment.
• Maintain proper filing and documentation of stock transactions.
• Assist with tracking slow-moving, obsolete, damaged, or excess stock.
• Maintain accurate data relating to workshop jobs, machine servicing, repairs, maintenance activities, and parts used.
• Enter spare parts and consumables used against individual plant and machinery.
• Assist in maintaining records of machine hours, service intervals, and maintenance-related stock usage where required.
• Ensure workshop records are updated promptly following completion of maintenance or repair activities.
• Prepare regular stock and data reports as requested by the Plant Manager, Workshop Manager, Stores Officer, or Management.
• Provide information on stock balances, stock movements, parts usage, and outstanding records.
• Assist in preparing monthly stock reports and reconciliation schedules.
• Maintain accurate electronic and hard-copy records for audit and management purposes.
• Maintain confidentiality and security of company records and information.
• Ensure all source documents are properly filed and easily retrievable.
• Liaise with the Stores, Procurement, Accounts, Plant, and Workshop teams to clarify discrepancies or missing information.
• Perform other reasonable data entry and administrative duties related to plant and workshop operations.

Requirements

• Malawi School Certificate of Education (MSCE) or equivalent.
• Diploma in Data Management, Information Technology, Business Administration, Accounting, Stores Management, CIPS or any related field
• At least 2 years of experience in data entry, stock control, stores, inventory administration, or a related role.
• Experience in a construction, plant hire, engineering, automotive, or mechanical workshop environment will be an advantage.
• Good working knowledge of Microsoft Excel and Microsoft Word.
• Experience using inventory, accounting, ERP, or stock management systems is an advantage.

How to Apply