Administrator (Stores) at Omnia (Pty) LTD

Overview    
Report writing:

• Compile data and send to manager for review (eg. overtime, staff welfare, PPE allocations, leading and lagging indicators)

Purchase orders:

• Basic procurement of plant specific requirements (eg. visual manageme nt boards, any external staff functions)
• Create new vendors
• Load purchase requisition on systems
• Liases with suppliers on delivery or special needs
• Training users on purchase systems

Store withdrawals:

• Load store requisitions on systems

Payroll sheet for shift employees:

• Reconcile all clockcards with all shift operators
• Check with team leaders for corrections
• Send to manager for approval

Employee files:

• Create new files and update existing files
• Add all relevant training and notifications to employee files

Travel IT representative:

• Sheduling and booking of any required travel on the OMNIA travel system

Sharepoint Document administration:

• Publish documents
• Prompt document review
• Assist superintendents with ISO requirements and to close of NCRs
• Update training matrix for employees
• Update organogram as per employee movement
• Ensure all legal documents are in order (eg. upto date and displayed in the dept) eg. policys, appointments, emergency procedures

Qualifications   

• Matric
• BCom advantageous
• Excellent computer skills (ERP, Excel, Word, PowerPoint)
• CIPS L4 advantageous
• OHSACT training advantageous
• ISO9001 training advantageous
• ISO45001 training advantageous
• ISO14001 training advantageous

Experience    

• 3 years or more in a buyer’s assistant/administrative position in a manufacturing maintenance environment

Duties    

• Capture time-based purchase requisitions from quotes received from end users/suppliers.
• Ensure all the necessary, approved documentation is received (work orders, timesheets, equipment, financial dimensions etc.).
• Ensure no duplicate quotes are captured.
• Sending purchase requisitions for approval (checking for errors and resolving).
• Following up on approvals if necessary.
• Sending orders to suppliers and ensuring confirmation is received.
• Sending suppliers open order report every week.
• Expediting overdue orders (including sending procurement manager report and explaining delays).
• Handling queries from suppliers, end users and finance.
• Amending orders where required, only after ensuring changes are required.
• Sourcing of new suppliers.
• Supplier evaluations.
• Getting quotes for parts and services from end user requirements.
• Reporting all concerns to procurement manager.
• Assisting end users with ERP support where required.
• Stock takes.
• General admin.
• Improvement initiatives and projects with efficiency and effectiveness as the goal.

Job Competencies    
Knowledge

• Advanced knowledge of Microsoft Office – especially Excel
• Competent working with ERP systems
• Knowledge of ISO9001 standard
• Knowledge of regulations pertaining to procurement – including the OHSACT

Core Behavioural Competencies

• Teamwork
• Work Standards
• Reliability – Key Requirement
• Motivation of Self and Others – Self Starter, Ability to work Independently
• Adaptability
• Problem-solving
• Integrity and Trust – High Level of Ethics and Compliance
• Communication Skills – Both oral and written – Key Requirement
• Planning and Organization
• Stress Tolerance
• Initiative
• Building Relationships
• Attention to Detail
• Mentoring

Functional/Technical Competency

• Effective Relationship Management
• Brand Knowledge
• Product Knowledge
• Conflict Management
• Root-cause Analysis
• Excellent Customer Service
• Negotiation Skills
• Good understanding of Maintenance Spares

Cross Functional Competency

• Collaboration
• General    
• Excellent communication skills (verbal and written)
• Excellent interpersonal skills
• Attention to detail
• Highly ethical
• Team player plus ability to work alone and self-management
• Reliable and responsible
• Aspiration to study and develop

Closing Date    
2023/05/24