Admin Clerk - CJ Speciality at Dis-Chem Pharmacies

Job Description

• Dis-Chem Pharmacies (CJ Specialty) requires a at Admin Clerk our Head Office in Midrand. Perform administrative duties in the Dis-Chem Distribution Centre according to industry and Dis-Chem standards, in order to meet both legal and customer requirements.

Minimum Requirements…
Essential:

• Grade 12 / Matric or Senior Certificate
• Transport Management or Supply-Chain / Logistics Degree or Diploma
• 1-2 years’ experience in a similar role

Job Specification…

Warehouse Support Services:

• Ensure all Warehouses and sales order credit requests are done accurately and efficiently.
• Ensure all credit related credit requests received are resolved and/or finalized by establishing an ongoing basis.

Review the following:

• Ensure that the follow-up system with stores, interdependent departments and relevant warehouses
• are carried out.
• Ensure communication channels between stores, warehouses, other interdependent departments and
• WSS are effective.
• Ensure that all Returns are processed within the required processes.
• Ensure investigation is carried out and completed for delivery queries relating to warehouse deliveries and assisting Finance in the finalization/resolution of queries.
• Ensure that all warehouse credits are reviewed, including approval and decline of credits.
• Manage integrity of credit data captured.

Administration

• Ensure that all administration related to this role is accurate and up to date.
• Keep necessary statistics and records, as set out by Management for reporting purposes.
• Do the outsourced company, weekly timesheets and distribute pay-sheets as per Dis-Chem standard operating procedures.
• Place weekly stationary orders, for the Pharmaceutical and/ or Cosmetic Departments as per unit requirements.
• Place expense orders, as per the management’s instructions.
• Submit invoices for payment, once delivered as per Dis-Chem standard operating procedures.
• Ensure other general administrative duties are performed as per department and managements requirements.

Goods Receiving – MIRA:

• Ensure and verify the following, on all Goods Receiving Documents:
• MIRA all invoices received.
• Ensure that claims have been completed, for all shortages and damages received from the suppliers.
• Verify whether Red Lights or Green Lights.
• Send Green lights, to MIRA department.

For all Red Lights, ensure that:

• Match the goods received detail / quantities on the GRN (Goods Receive Note) to the Supplier Invoice/ Delivery Note detail.
• Refer all errors found to, Department manager.
• Capture (MIRA) credit/ newspaper and magazine invoices - MIRA invoices that are requested by Head Office.
• Verify and check outside supplier invoices for total accuracy.
• Check goods received of all relevant invoices.

Customer Service:

• Manage large amounts of inbound and outbound calls in a timely manner.
• Create orders in time, to meet cut-of and delivery timelines.
• Keep record of communication to internal and external stakeholders about orders and progress.
• Handle complaints about unfulfilled orders.
• Follow communication “protocols” and turnaround times, when handling different customer queries.

Orders:

• Accurately create and capture purchase orders for the Distribution Centre irrespective of source on SAP.
• Ensure that the SL02 returns to vendor inventory list and ME2L open return orders balance with each other and the physical goods to be returned on hand.
• Process all goods issues in Distribution Centre in compliance with the Dis-Chem goods issues standard operating procedures.
• Accurate capturing of supplier/ distribution orders.

Adjustments:

• Ensure that adjustments are made 701, 702, 551, negative counts and cycle counts.
• Prepare all goods to be returned to suppliers in the prescribed manner.
• Process all returns to suppliers in compliance with Dis-Chem standard operating procedures.
• Follow up with supplier representatives as to the upliftment of supplier returns in order to minimise their balance.

Customer Service:

• Respond promptly to store queries relating to Distribution discrepancies and inform management of any unresolved matters.
• Communicate and coordinate with the relevant Dis-Chem stakeholders and internal departments to resolve queries in a prompt and effective manner.
• Follow up with suppliers around delivery deadlines and give accurate feedback to management.
• Ensure effective and efficient relationships with internal and external customers to improve operating efficiencies.
• Proactively communicates in order to build co-operative relationships with internal and external customers.

Working conditions General:

• Housekeeping must be in accordance to Dis-Chem standards. Make sure that your work station is always clean and tidy.
• Adhere to Dis-Chem Policies and Standard Operating Procedures.
• Adhere to Health and Safety rules and regulations.
• Adhere to Dis-Chem Uniform and personal appearance policy.
• Adhere to Dis-Chem Disciplinary and Counselling Policy and Procedures.

Competencies
Essential:

• Knowledge of Distribution Centre, logistics and supply chain operations. Have knowledge of the business measures and targets, directly related to own role.
• English – Read, write and speak well. 2nd Additional language.
• Trustworthy and Honest.
• Demonstrates personal initiative.
• Takes accountability for own actions.
• Demonstrates a customer service mind set.
• Works with colleagues as a team player in order to achieve operational goals and targets.
• Demonstrates an ability to remain calm and focused under pressure.
• Demonstrates the ability to identify operational obstacles and opportunities and refer to Distribution. Centre management.
• Have knowledge and understand consequential impacts of decisions made. – i.e. good judgement.
• Display self-confidence when interacting good admin skills.
• Coordination, active listening, critical thinking, reading comprehension, writing, monitoring, service orientation, time management, judgement and decision making and active learning. integrity, analytical thinking, dependability, attention to detail, achievement/effort, cooperation, persistence, self-control, initiative, innovation, stress tolerance, and adaptability/flexibility.
• Proactively communicates in order to build co-operative relationships with internal customers.
• Be willing to learn all different clerical functions.
• Be solution focused.
• Be able to identify operational obstacles and opportunities and remain calm and focused under pressure.
• Computer Skills – Microsoft Office: Word, Excel, PowerPoint and Outlook.

Special conditions of employment:
Working conditions:

• Be able to adapt to working hours according to business needs.
• Be able to work any shift i.e. day, night, weekends, holidays and overtime as per business and operational requirements.
• Must be willing to be rotated to where needed and must be willing to perform any other functions within the department, should the need arise.

Physical requirements

• Physical demands include walking and standing, climbing, kneeling, push and pull objects, lift and move objects, repetitive bending.
• South African Citizen
• MIE, clear criminal and credit
• Driver’s license and own reliable transport

Remuneration and benefits:

• Market-related salary
• Medical aid
• Provident fund
• Staff account