What you’ll do

• Maintain complete and accurate records of all raw material receipts, production output by batch and product, finished goods movements, and dispatches from the mill.
• Reconcile weighbridge data daily against goods-received notes, supplier delivery documents, production returns and dispatch documentation, investigating and documenting every variance outside tolerance.
• Verify that weighbridge calibration and verification certificates remain current at all times, retain calibration records in an auditable form, and escalate any expired or suspect calibration immediately.
• Maintain the daily production return and ensure it is signed, reconciled against batching and bagging records, and filed within 24 hours of each shift, including night shift operations.
• Establish and enforce document control standards across the mill, including sequential numbering, authorised signatories, no unexplained cancellations, and secure retention of all source documents.
• Perform and report a monthly mass balance reconciling total raw material and packaging received against total finished goods dispatched plus closing stock, with adjustment for recorded process and moisture loss.
• Distinguish clearly between explained loss and unexplained loss, and report the two separately.
• Track and report total shrinkage across raw material and finished goods storage, with a target of no more than 3% overall.
• Coordinate monthly physical stock counts with the Inventory Officer and Finance, ensuring counts are independently verified rather than self-reported by the custodian of the stock.
• Maintain inventory record accuracy at or above 98% by line item, and drive corrective action on any item repeatedly failing count.
• Monitor finished feed moisture at bagging against specification.
• Maintain the mill’s traceability system so that every finished feed batch can be traced backward to its raw material lots and suppliers, and forward to the specific farms, vehicles and delivery dates it reached.
• Ensure every bag and bulk consignment carries a batch code and production date, and that dispatch records capture batch number, destination, vehicle registration and delivery time.
• Conduct a documented traceability test at least twice per year, demonstrating a complete forward and backward trace within four hours, and report the result and any gaps to the Operations Manager and Quality Assurance.
• Support an annual mock recall exercise in conjunction with Quality Assurance, accounting for at least 99% of the traced product, and ensure the lessons are converted into procedure changes.
• Maintain retained sample registers, certificates of analysis and supplier lot documentation in a form that is retrievable on demand.
• Ensure rework, returned and condemned feed is formally recorded, segregated and accounted for.
• Track all mill operating costs against the approved budget, coded consistently to the group chart of accounts.
• Prepare and submit the monthly mill cost report to the Operations Manager and Finance by the fifth working day, with written explanation of every cost line exceeding 5% variance against budget.
• Maintain and report cost per tonne milled and cost per tonne dispatched, disaggregated by major cost category.
• Process supplier invoices against goods-received notes and purchase orders, ensuring no invoice is recommended for payment without verified receipt of goods or services.
• Maintain accruals, prepayments and month-end schedules to the standard set by Finance, and support internal and external audit requests promptly and completely.
• Provide the Operations Manager with actionable cost insight by identifying trends, anomalies and savings opportunities.
• Coordinate the raising, approval and tracking of all mill requisitions, ensuring routine requisitions are processed within five working days and genuinely urgent production-critical items within 48 hours.
• Maintain the requisition register and monitor the full requisition-to-delivery cycle, escalating delays before they become production constraints.
• Verify goods-received documentation against purchase orders and physical receipt in conjunction with the Inventory Officer and stores clerks.
• Maintain supplier documentation including contracts, price agreements, delivery performance records and statutory compliance certificates.
• Reconcile consumables, packaging and spares consumption against production volumes, investigating consumption that is disproportionate to output.
• Maintain accurate attendance, leave, overtime and shift records for all mill staff across day and night operations, and submit verified payroll input to HR to the agreed deadline each month.
• Administer casual labour rigorously by verifying that every casual engaged is contracted, registered, identity-verified and attendance-confirmed by a supervisor independent of the person recording the time. Reconcile casual labour cost against work actually performed and tonnage handled, and report any pattern inconsistent with operational volumes. Maintain complete and confidential personnel files, disciplinary records, contract documentation and statutory employment records for the site. Ensure statutory employment obligations applicable to the site, including NSSF, PAYE and local service税,

Qualifications, skills & experience

• A Bachelor’s Degree in Business Administration, Accounting, Finance, Supply Chain Management, Industrial Management or a related field from a recognized University.
• ERP system competency — practical working experience with an integrated inventory, production and finance platform is essential.
• Advanced Microsoft Excel — pivot tables, lookups, reconciliation modelling and variance reporting — is mandatory.
• Inventory control and stock reconciliation training, including cycle counting and variance investigation methodology.
• Feed or food safety awareness training — HACCP principles, traceability and recall procedures as applied to feed manufacturing.
• Ugandan employment law and payroll compliance training — including NSSF, PAYE and casual labour engagement requirements.
• Weights and measures / legal metrology awareness for pre-packaged goods.
• Occupational health and safety awareness appropriate to a milling environment.
• At least 3–5 years of administrative, inventory control and financial management experience in a manufacturing, processing or agro-industrial environment, with a minimum of 2–3 years at supervisory or management level.
• Demonstrable experience of stock reconciliation and variance investigation in a high-volume bulk materials environment.
• Proven track record in cost tracking, budget reporting and month-end close discipline.
• Practical experience administering payroll and attendance, including casual or contract labour.
• Strong working knowledge of ERP systems and advanced Microsoft Excel.
• Experience supporting internal and external audits, with responsibility for producing documentary evidence.
• Prior experience in feed milling, grain handling, agro-processing or FMCG manufacturing administration.
• Experience with weighbridge operations, reconciliation and calibration control.
• Experience of traceability systems, batch record management and recall or mock recall exercises.
• Exposure to statutory compliance and regulatory inspection in a regulated manufacturing environment.
• Experience managing a dispatch or finished goods logistics function.
• Precision in documentation and record keeping across production, dispatch, weighbridge, stock, payroll and procurement.
• Ability to construct and interpret a mass balance, and to distinguish process loss from unexplained loss.
• Strong understanding of internal control principles — segregation of duties, authorisation limits, independent verification and audit trail.
• Competence in financial reporting, cost analysis, budget monitoring and variance explanation.
• Capability in HR administration including attendance, leave, overtime, casual engagement and disciplinary documentation.
• Proficiency in ERP platforms for transaction processing, inventory management, reporting and compliance tracking.
• Strong organisational and time-management capability, able to hold month-end discipline while absorbing daily operational demands.
• Analytical ability to interpret cost and stock data, identify variances, and convert findings into actionable recommendations.
• Leadership capability to supervise and develop administrative and dispatch staff to a consistent standard of accuracy.
• Problem-solving capability to remove administrative bottlenecks without weakening control.
• Clear written and verbal communication, able to report credibly to the Operations Manager, Finance, HR and external auditors.

Additional advantages

• A professional accounting qualification (CPA(U), ACCA) at part-qualified level or above is a strong advantage and may compensate for a non-accounting first degree.
• A Postgraduate qualification in Operations Management, Supply Chain Management or Business Administration is an advantage.
• Membership or student membership of ICPAU (Institute of Certified Public Accountants of Uganda) is an advantage for the financial control dimension of the role.
• Membership of a recognised supply chain or procurement body (CIPS, CILT Uganda) is an advantage.
• Internal audit, internal control or fraud awareness training is a distinct advantage given the loss exposures inherent in feed milling.