Job
Description
Job Purpose: To identify, investigate, and resolve all discrepancies related to material procurement, logistics, and warehouse inventory. This role ensures 100% accuracy and alignment across departments, eliminating stock mismatches, incorrect deliveries, quantity or quality issues, and documentation gaps. Key Responsibilities: Discrepancy Identification & Investigation Identify quantity, quality, rate, or item mismatches between: Purchase Order (PO) vs. Goods Received Note (GRN) GRN vs. Invoice GRN vs. Physical Inventory Dispatch vs. Delivery Investigate root causes of discrepancies - internal errors, vendor issues, transport mishandling, etc. Coordination & Communication Liaise with: Purchase Team for PO mismatches or incorrect item delivery Logistics Team for transit damages, shortages, or delays Warehouse Team for stock count mismatches or GRN errors Vendors for replacement, clarification, or debit note approvals Ensure timely closure of discrepancy cases through coordinated efforts Documentation & Compliance Maintain a discrepancy log (daily/weekly/monthly) with root cause, action taken, and final status Ensure all documentation (GRN, invoices, DCs, etc.) is updated and aligned Raise debit notes, replacement requests, and short supply confirmations as needed Process Improvement & Monitoring Highlight recurring issues and recommend process improvements Participate in audits and reconciliation exercises Support SOP development to avoid future discrepancies Escalation & Reporting Escalate unresolved or critical issues to SCM Head or relevant authority Submit weekly reports on discrepancies, aging, and status updates Key Result Areas (KRAs): Accuracy of stock and documentation reconciliation TAT (Turnaround Time) for discrepancy resolution Vendor coordination efficiency and recovery percentage Error reduction through corrective actions Timely reporting and escalation handling Key Performance Indicators (KPIs): 100% documentation compliance for GRN vs. PO vs. Invoice Minimum 95% first-time-right GRN entries Reduction of recurring discrepancies by 50% YoY Qualification & Experience: Graduate in Commerce/Logistics/Supply Chain; MBA preferred 3-5 years of experience in Purchase/Logistics/Warehouse operations with discrepancy handling exposure Proficient in MS Excel, ERP/Inventory systems Skills Required: Strong analytical and investigative skills Process-oriented with an eye for detail Excellent communication and coordination abilities Ability to work across teams and handle pressure Proactive and solution-focused approach
