Operations Manager - Feed at Southern Oil (Pty) Ltd

Responsibilities

Environmental compliance (ISO14001)

•  Ensure environmental compliance according to municipal.
• Monitor water usage and limit wastage.
• Ensure all disposed water complies to municipal standards.

 Regulatory compliance (Act 36 of 1947)

• Ensure all products comply to South African regulations, especially in terms of inclusions of specific raw materials.
• Ensure all products meet registered specifications.
• Schedule and pass annual Department of Agriculture ZA inspections to receive ZA certificate

 Feed safety compliance (ISO22000)

• Maintain, verify and update a feed safety management system.
• Monthly/Quarterly verification of CCPs; OPRPs and PRPs.
• Schedule annual certification audits, assist auditors during audits and maintain certification.
• Conduct annual contractor hygiene training.
• Monitor yard stock levels and ensure maximum number of flowbins and drums are not exceeded.
• Manage waste water and sludge levels (max. 40tons) and schedule removal.
• Ensure that the safety standards and statutory requirements for feed safety, hygiene, foreign body and glass in the operations areas are met and maintained.
• Ensure good housekeeping standards are maintained by daily plant inspections. All the areas involved in the operations, processing and vehicles should be kept clean at all times.
• Arrange cleaning when and where necessary.
• Ensure proper labelling of all yard stock.

Quality compliance (ISO9001)

• Maintain, verify and update all documents (policies; procedures; records) required for optimum operation of division (ISO 9001 compliance, certification not required).
• Review all documents annually.
• Archive required records annually and maintain archive register.
• Appointed as Management representative.
• Assist in annual customer audits and ensure customer satisfaction.
• Formulate all blended products.  Ensure change control procedure is followed and communicate changes to necessary parties.
• Ensure customer specification awareness amongst employees

Sustainability compliance (ISCC)

• Maintain, verify and update a ISCC sustainability management system
• Schedule annual certification audits, assist auditors during audits and maintain certification.
• Verify ISCC required documentation.
• Calculate and submit ISCC mass balance reports.

Human resources

• Lead and manage FEED BH division team effectively.
• Ensure monthly training and observations of staff as per training schedule.
• Complete bi-annual evaluations and IDPs for FEED BH division.
•  Actively managed employees' performance and ensure reasonable performance and improvement.
• Submit division hours monthly.
• Monitor and limit overtime and monitor effective time keeping.
• Verify and submit driver incentives,trip bonusses  monthly.
• Compile monthly safety and team talks . 
•  Staff Induction ,ensure all required documents are all completed and submitted for new staff.
• Assist with interviews and reference checks.
• Arrange team building and year end functions.

 Operational efficiency

• Ensure smooth day to day operations of division.  Coordinate different departments – Laboratory, Operations, Sales, Logistics, Maintenance.
• Meet daily with operations team and discuss stock levels, customer orders, daily schedule and possible non-conformances.
•  Finalize and submit month-end stock and transfer opening stocks to new month stock sheet. 
• Monitor and investigate all stock variances.
• Manage and limit wastage. 
• Ensure good housekeeping and hygiene standards are maintained by monthly plant inspections.
• Manage Pest Control SLA and other service providers SLAs.
• Schedule vehicle registrations.
• Schedule scale calibration.
• Schedule laboratory equipment calibrations.
• Purchase office consumable (refreshments and cleaning suppliers).
• Any and ad hoc functions required to assist performance enhancement of the business.

 Financial performance

• Management and maintain divisional expense budget.
• Approve all purchase orders.
• Verify and approve monthly QlikView income statement.

Continuous improvement

• Document, capture, investigate and monitor reported incidents and customer complaints.
• Implement sustainable corrective and preventative actions to ensure continuous improvement.

Capturing of daily stock movement

• Capture all stock movements immediately after it took place (3-hour turnaround time).
• Verify weights by comparing internal weighbridge, external weighbridges and dips.  Report all variances to the GM.
• Monitor and investigate all stock variances immediately.  Communicate discrepancies with GM.
• Finalize month-end stock and transfer opening stocks to new month stock sheet by the end of the first day of the new month.
• Ensure timely and accurate instructions and blends (3-hour turnaround time).   Arrange training with GM for operators if required.
• Ensure that all required documentation and control procedures are checked and verified to ensure the smooth operations. 
• Report any suspicious movement to management

Document verification

• Ensure GRV’s and GDN’s for all raw materials and products are completed correctly, including product codes.
• Ensure correct order numbers on all GRV’s issued to customers.
• Ensure correct weighing (all loads, including drums and flowbins) of raw material coming in and product going out.
• Report any faults to management.
• Email all weights of collected and processed loads to suppliers within 24 hours.
• Ensure a COA and CTC goes with each product going out to a customer.
• Ensure all COD customers paid before product is released.

Efficient scheduling & Daily Logistics

• Meet daily (7:00) with operational staff and drivers to schedule daily operations. Minute incidents from previous shift and plan next shift (Team talk). Follow up on all instructions not received from the previous shift.
• Meet daily (9:00) with data capturer, laboratory analyst, finance and management (when available) and discuss stock levels, customer orders, daily schedule and possible non-conformances. 
• Maximize vehicle usage and limit standing time and washing.
• Limit driver working hours through scheduling and communication (clocking in times vs. clocking out times).
•  Limit use of external transport, as per budget. All external transport must be signed off by GM.
• Ensure on-specification deliveries by continuous communication with the laboratory. Verify samples taken,antioxidant addition, filtration and COA issuing.
• Manage the boiler operator. Monitor effective tank heating and no over/under heating, follow corrective action when required. Written instruction to be given on tank heating requirements.

 Communication with all customers and suppliers

• Daily communication with customers. Morning follow-up on requirements and continuous, accurate updates on deliveries.
• Update Planning schedules daily and communicate changes to blanket agreements to Finance.
•  Inform customers and GM of any incidents or concerns, in writing. Phone customer where issues of a serious nature arises. This must also be communicated via mail, cc operations team.
• Agree on customer SLA and monitor effectiveness and turnaround time. SLA per customer so all operations staff are aware of the commitments.
• Daily communication with suppliers. Ensure efficient stock levels and acceptable offloading and standing time.
•  Inform suppliers and GM of quality issues in writing.

Supervise operational staff

• Monitor operational staff attendance. Report all late-comings to GM.
• Daily PPE inspection for operational staff.
• Limit overtime and monitor effective time keeping and ensure all tasks are completed as per standard time frames.
• Inform management of additional training requirements identified in writing.
• Maintain staff discipline and follow disciplinary procedure when company resources are wasted or incidents are repeated.
• Complete bi-annual operator’s evaluations with management

Accountant function

• Compile and analyse financial information to prepare financial statements including monthly and annual accounts.
• Ensure financial records are maintained in compliance with accepted policies and procedures
• Ensure accurate and timely monthly, quarterly and year end close.
• Establish and monitor the implementation and maintenance of accounting control procedures.
• Resolve accounting discrepancies and irregularities.
• Continuous support of budget and forecast activities.
• Monitor and support taxation issues.
• Develop and maintain financial data bases.
• Financial audit preparation and coordinate the audit process.
• Ensure accurate and appropriate record

Incident reporting

• Report all near misses and incidents to management.

One-down

• Identify a one-down for each of your critical functions and ensure proper training. Complete training registers and job observations.
• Be available as one-down for laboratory analyst.

Health and Safety

• Participate in safety forums created by Soill for example safety meetings and safety talks
• Follow-up on any activities assigned through safety meetings / committees / representatives / management
• Report all safety incidents to the relevant people
• Attend safety education and refresher programmes
• Comply with safety policies and procedures at Soill
• Distribute safety information as and when required
• Wear protective clothing (where applicable) at all times

Requirements

Qualification and Experience

• Grade 12 and relevant tertiary qualifications.
• Knowledge of FSSC and Quality systems and standards will be an advantage.
• Knowledge of health and safety standards and compliance will be an advantage.
• Basic knowledge of business, finance and management principles will be an advantage.
• Knowledge of Human Resource principles and practices will be an advantage.
• SAP Experience is essential.