Stock & Procurement Officer (Café & Restaurant Operations)

JOB DESCRIPTION

Stock & Procurement Officer

(Café & Restaurant Operations)

Operations / Inventory & Procurement

Managing Director

Cantonments, Accra

Full-Time

Minimum 1+ Years in Inventory, Procurement, Stock Control, Hospitality or Retail

HRLeverage Ghana Limited

ABOUT HRLEVERAGE AFRICA

HRLeverage Africa is a Pan-African HR Outsourcing and Employer of Record (EOR) company with over 15 years of experience redefining how organizations manage their human resources across the continent. We operate in 15+ African countries, including Ghana, Nigeria, Kenya, Rwanda, Uganda, Zambia, Tanzania, and Côte d’Ivoire, delivering comprehensive HR solutions that help companies streamline their people and process operations.

On behalf of our client, Café Chavela, HRLeverage Ghana Limited is recruiting a diligent Stock & Procurement Officer to manage inventory and purchasing activities for the café’s operations.

ROLE SUMMARY

The Stock & Procurement Officer is responsible for managing Café Chavela’s inventory and procurement activities to ensure the café has the right products, ingredients and supplies available at the right time and at appropriate cost. The role manages stock movement, receiving and issuing inventory, physical stock counts, variances, purchasing, supplier relationships, and accurate inventory and procurement records. A key responsibility is maintaining strong controls, minimizing waste and shortages, and providing Management with accurate information regarding inventory usage and procurement costs.

KEY RESPONSIBILITIES

1. Stock, Inventory & Storage Management

• 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, ensuring movements are traceable.
• Conduct daily, weekly and monthly physical stock counts, reconciling records against actual inventory and investigating discrepancies.
• Monitor stock levels against minimum and reorder points for key products, flagging high-value and high-usage items closely.
• Receive and inspect all deliveries, verifying quantities, quality, packaging and expiry against approved orders and invoices.
• Ensure products are stored safely, clearly labelled and rotated using FIFO/FEFO principles to reduce spoilage and expiry.

1. Procurement & Supplier Management

• Identify purchasing requirements based on inventory levels, expected usage and operational needs, and prepare purchase requests for Management approval.
• Obtain and compare supplier quotations, and place orders with approved suppliers only after Management authorization.
• Coordinate deliveries to avoid emergency purchases, over-ordering and excessive inventory holding.
• Maintain an up-to-date list of approved suppliers, and develop professional working relationships with them.
• Monitor supplier performance, pricing, product quality and delivery reliability, identifying alternative suppliers when necessary.
• Escalate recurring supplier issues and significant price increases to Management.

1. Cost Control & Waste Management

• Monitor the cost of key ingredients and operational supplies, maintaining records of purchasing prices to identify trends and increases.
• Support Management in identifying opportunities to reduce purchasing costs and in monitoring food and beverage costs.
• Maintain records of spoiled, expired, damaged or otherwise wasted products, ensuring wastage is properly documented and authorized.
• Monitor actual product usage against expected consumption, investigating unusual or excessive usage with relevant team members.
• Support Management with information required for menu costing and pricing decisions.

1. Reporting & Internal Controls

• Provide regular reports on stock levels, low or out-of-stock items, purchases made, and upcoming purchasing needs.
• Report stock variances, unexplained shortages, wastage, damages and expired products promptly to the Managing Director.
• Ensure all significant purchases receive required Management approval before an order is placed, and never approve own purchases or payments.
• Maintain appropriate supporting documentation for all purchases, receipts, adjustments and write-offs.
• Ensure supplier invoices and payment records are available to Management and Finance for verification at all times.

QUALIFICATIONS & REQUIREMENTS

Education

• A relevant certificate, diploma, or degree in Purchasing & Supply, Business Administration, Hospitality Management, or a related field is an advantage.

Experience

• 2 year or more of 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.

Skills & Competencies

• Strong numerical, record-keeping and organizational skills with strong attention to detail and accuracy.
• Good negotiation and supplier-management skills, and the ability to identify and investigate stock discrepancies.
• Basic understanding of food inventory, storage and stock-rotation principles.
• Comfortable using spreadsheets and inventory-management systems.
• Strong communication skills, and the ability to work independently while following Management approval procedures.
• Honest, trustworthy and accountable in handling company inventory and purchasing activities.

More Information

• Experience Level Senior
• Total Years Experience 0-5