Cost Controller - Operations Administration at CHEP

Position Purpose 

• This position will support the Team Lead to drive controls that align to Brambles’ policies for governance relating to purchase orders generated by Supply Chain (SC) stakeholders.
• The incumbent is responsible for all transactional purchase order generation for the region’s service centres. The incumbent will ensure the efficient and timeous procurement of goods and payments thereof so sound financial and organisational skills are required.  Purchase order creation will follow systematic rules to facilitate ‘best practices’ for optimal report outputs.
• The individual will promote and drive behavioral change to ensure processes are followed as per audit requirements.  The individual will take the lead in identifying training needs, recommending or assigning training sessions and providing practical on-the-job SME training.
• The role works closely with the SC business, the Procure to Pay (P2P) team and the Business Process Outsourcer (BPO) [Genpact] to ensure Service Centres receive goods and services efficiently and vendors are paid timeously through the Payable process.  The incumbent will assist in handling exceptions and troubleshooting escalations from the BPO.  They will primarily support Operations through strong working relationships with Finance, Procurement, vendors and the BPO team.
• The incumbent should demonstrate leadership, strong administrative and analytical skills as the POs across several company codes, in numerous commodity groups, GLs and cost centres must be accurate for optimal management decision-making and for the business statutory and financial reporting.

Key Accountabilities 

Transactional Purchase Order Processing

• Accountable for completing purchase orders timeously and accurately.
• Contract Purchase Orders.
• Automated Plant Expenses (APE) and Rate Cards, and facilitate the timeous submission of relevant schedules to third party service providers
• Maintain oversight of all tasks relating to general and Capex purchase orders for the region.
• Validate GL and cost centre selections and ensure all other PO details including quantity, price and tax type verifications.
• Resolve GRNI queries before aged items are cleared by collaborating with Ops, Vendors,  Genpact, Finance teams.
• Run reports (Open Orders) to check goods receipts are done and new purchase orders for contracts are issued timeously and coach PO creators on resolution practices.
• Ensure query discrepancies have been completed.
• Assist vendors with Coupa Supplier Enablement (CSP). For specific vendors only - check invoices and forward for timeous.
• Run reports for Pending Action, Goods Receipted-No Invoice (GRNI) and distribute for resolution. Follow up accordingly.
• Analyse, troubleshoot and resolve queries relating to Invoices / Purchase Orders both internally and with suppliers.
• Liaise with Procurement team regarding identified need for goods or services for the sourcing thereof. Follow up on PAFs (Procurement Assistance Forms) raised by Operations.
• Implement effective controls to minimise Coupa queries.
• Ensure all Purchase Orders are processed in accordance with Bramble’s country specific local compliance and legal/regulatory requirements.
• Provide support and information for internal and external audits.
• Compile and submit regular reporting as required by stakeholders.
• Review of monthly service centre costs to prepare accruals.
• Query resolution of relevant service centre costs and provide support for tracking costs e.g. reports for PPE registers, forklift and Plant maintenance cost trackers.
• Preparation of monthly Journal requests.
• Accountable for overseeing advance payments and ad hoc payment date changes.
• Implement best practice and eliminate non-value-added tasks through continuous improvement.
• Support and participate in regional and global projects as per Coupa and SAP requirements.
• Vendor onboarding – ensure all associated documents are provided by Vendors for compliance checks.

Assets 

• Check that the necessary pack of documents is complete before forwarding to Head Office for raising CAPEX orders and confirming validity of information for accurate Asset Shell cost tracking and Asset Register entries.
• Support asset capitalisation requirements.
• Action document flow of general assets for Operations Department, i.e. asset transfer and asset disposal.
• Responsible for ensuring Operational Assets are accurately tagged.
• Responsible for ensuring Inventory Lists (for LVAs < R4,000) updated regularly and dated.

Company Vehicles 

• Oversight of the administration of company vehicles for the region 
• Manage pool car bookings.

General Administration 

• General administration of Waged Employee files – including all confidential information i.e.contracts, engagement forms, leave forms, workmen’s compensation, scanning, etc.
• Ensure there is an accurate and up-to-date filing system – physical and electronic
• Liaise with Plant staff regarding handover and control of purchases to third parties.
• Produce weekly reports for management.
• Ensure SOPs, Source Documents and Working Instructions are up to date.
• Encourage use of Power Bi and BW reports and conduct training sessions with Operations Teams.
• Compile appropriate training material, carry out training for new employees and provide refresher training; carry out assessments and maintain a training register.
• Project support for all regions.
• Travel to allocated Service Centres, if necessary, to support on cost and administrative controls.

Oversight of Plant Clerk Activities 

• Maintain visibility and oversight of all Purchase Orders raised by Plant personnel to ensure standards are aligned.

Key Requirements

• Tertiary qualification or Matric with 5-8 years administrative experience 
• Experience in stock control and system processes in a highly pressured environment
• 3 years SAP and/or COUPA experience.

Skills and Knowledge 

• Microsoft Office incl Teams, SAP, BW, Coupa, FDE/ESP [COLT], COLT Azure, Visio, PowerPoint, Lucid, Power BI
• Ability to simplify processes.
• Personal – Team player, accurate, reliable, proactive, self-starter, work under pressure, ability to deal with numerous activities simultaneously, numerical, good communication skills, patience, eye for detail, and action orientated.