Administrative Stock Controller

SUMMARY:
We are seeking a highly detail-oriented and operationally focused Administrative Stock Controller to manage end-to-end stock administration and inventory control processes across three mining trading entities.

The role is responsible for ensuring accurate stock processing, purchase order administration, inventory movement tracking, and SAP stock integrity across multiple sidings and port locations. The successful candidate will play a critical role in reconciling operational stock movements with SAP records, supporting month-end reporting, and ensuring accurate inventory valuation and transaction processing.

This role requires a strong administrative controller mindset, excellent SAP capability, high attention to detail, and the ability to work closely with operations, logistics, finance, and commercial teams.

POSITION INFO:
Key Responsibilities

a. Purchase Order Administration & Control

• Create and process purchase orders (POs) on SAP.
• Track and manage all POs from initiation through to final closure.
• Ensure all supporting documentation is complete and correctly processed.
• Process supplier invoices against approved POs.
• Investigate and resolve PO, GRN, invoice, and stock discrepancies.
• Ensure timely and accurate closure of completed POs.

• Process all stock movements accurately through SAP.
• Maintain accurate stock balances across sidings, rail, and port operations.
• Capture and process inventory transfers between locations and entities.
• Prepare stock by required quality grades within SAP to facilitate:
  - Rail transfer processing
  - Sales invoicing
  - Client allocations
• Process stock adjustments, gains, and losses based on operational counts and reconciliations.

• Reconcile operational stock reports against SAP stock reports daily/weekly/monthly.
• Validate completeness and accuracy of stock movements recorded by operations.
• Investigate stock variances and follow up with operations teams to resolve discrepancies.
• Review stock-on-hand balances versus physical counts at sidings and port facilities.
• Ensure integrity and reliability of inventory records across all three entities.

• Perform month-end stock reviews and reconciliations for all sidings and port locations.
• Prepare monthly stock valuation reports for the three trading entities.
• Generate and distribute monthly inventory movement reports.
• Support finance with inventory reporting, reconciliations, and audit requirements.
• Assist with stock provisioning and variance analysis where required.

• Generate regular inventory movement and stock valuation reports.
• Provide operational and management reporting relating to stock balances and movements.
• Monitor stock movement trends and highlight irregularities or control weaknesses.
• Support continuous improvement of inventory and stock control processes.

• Supply Chain Management
• Logistics
• Inventory Management
• Finance / Accounting
• Business Administration or related field

• Stock control
• Inventory administration
• Mining, logistics, commodities, or trading environment
• Strong experience working on SAP inventory and procurement modules.

•  Purchase order processing
•  Inventory reconciliations
•  Invoice processing
•  Month-end stock procedures
• Exposure to rail, siding, port, or bulk commodity environments advantageous.

• Strong SAP knowledge and experience essential.
• Strong Excel skills required.
• Understanding of inventory valuation principles.
• Strong reconciliation and reporting capability.
• Ability to analyse operational reports versus system reports.

• Exceptional attention to detail
• Strong administrative and organizational skills
• High level of accuracy and accountability
• Strong reconciliation and problem-solving ability
• Ability to work under pressure and meet deadlines
• Strong communication and follow-up skills
• Ability to engage effectively with operations and finance teams
• Process-driven and control-focused mindset

• Maintain accurate SAP stock records across all entities
• Ensure timely PO processing and closure
• Minimise stock variances and unresolved discrepancies
• Deliver accurate month-end inventory and valuation reporting
• Improve alignment between operational stock movements and SAP records
• Support efficient invoicing and inventory flow through the business