Administrator Vegetable Supply at McCain Foods

PURPOSE OF THE JOB:

• The incumbent should be a good organizer who can function under pressure, communicate daily changes on intake plans to various stakeholders and ensure a structured flow of all raw incoming material to the factory and depot.   Support the agriculture and agronomy departments with procurement, general administration, statistical data analysis as well as record keeping. Do travel arrangements and organize farmers’ functions and conferences.

KEY PERFORMANCE AREAS:

Drive effective intra-departmental communication

• Schedule intake to fit the plant’s requirement and capacity
• Organise raw material containers & bins according to requirement.
• Report daily on all changes on harvesting schedules and intake
• Attend plant meetings and communicate all changes on plans and intake of raw material

Re-conciliate Chep account and distribution of bins

• Co-ordinate weekly counts of bins at Springs and Marble Hall
• Check re-cons on farmer accounts
• Check re-cons with Chep service center weekly
• Distribute bins efficiently to farmers and factory and depot and ensure invoicing of bins charged correctly to farmers.
• Assist farmers clerk and Marble Hall clerk and weighbridge staff with re-con and queries from farmers about bulk bin movements and variances as and when required

Co-ordinate annual Farmer Days, conferences and award ceremony

• Organise conferences, functions and farmers awards ceremonies as well as farmers days.
• Book venues and do all travel arrangements for agronomy and agriculture departments.
• Liase with venues and other suppliers for catering, decorations, venue layouts, accommodation and programs of all events.
• Send out invitations, order awards & print certificates.
• General office administration
• Order consumables for Vegetable department.
• Follow up on outstanding invoices - GRV all goods received and send invoices for processing and payment.
• Clear all queries in WNS for both departments
• Collate all new supplier and farmer vendor applications; submit all necessary documentation, request confirmation and creation.
• Maintain all farmers’ contracts, enter all contracts in PCR and keep record of all hard copies.

Administrative Support - Farmer Insurance Claim administration (Loskop Hulpfonds and Highveld Relief   Fund)

• Set up meetings, AGM’s and keep minutes and distribute to all members and directors of both the co-ops.
• Invoice for all crops covered under these co-ops
• Process claims and payments of these authorized claims
• Assist accountant and auditors for year-end finalization of all matters, invoices, statements and queries as an when required

Administrative Support – Seed procurement and stock control (ECC SAP)

• Distribute all planting seed pro-forma amounts to Kaap Agri for necessary DOB numbers
• Do all PR’s in SAP ECC for local and imported seed for all vegetable crops, liaise with import freight company and submit correct documentation to accounts departments for necessary forward cover and GRV seed into stock on SAP and send invoices for payment.
• Assist Marble Hall Control Clerk with any farmers queries and variances on stock sheets and help with the invoice process (Distress order, delivery note and shipment) on SAP as well as the reversing, writing off and up in order to balance all seed stock as needed.

REQUIREMENTS:

• Matric / Grade 12
• Diploma in Administration/ Finance
• 2 – 5 Years’ relevant experience in agriculture environment
   

SKILLS & ABILITIES:

• Good communication and writing skills
• Organizing skills
• Problem solving skills
• Knowledge of Microsoft Office
• Organizing Meetings, Minute taking
• Stock Control
• Bilingual (Afrikaans and English)
• Administration
• Team player / support
• Pro-active planning
• Good communicator
• Analyzing of statistics / Numerically capable