Supervisor Administration at DSV

Main Purpose of Role

This role is to effectively support operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, managing staff timesheets, keeping an updated records of assets, managing the debtors book, managing the quality management with quality representative & financial reporting to branch manager.  As well as:

• Financial reporting
• KPI & SLA reporting

Tertiary Qualifications

• Essential:  Min of ABET Level 4 Literacy and Numeracy
• Advantage:  Finance/ Accounting / Administration Certificate

Additional Computer

• SAP ERP / Webcost / ICS
• Microsoft Office (Outlook, Excel)
• DSV WMS
• DSV Recap System

Job Related Requirements

• Commercial & financial: Sound financial acumen and experience in adherence to budget, contract management and service level agreements (min 2 years);
• People management skills including leadership, performance management, people motivation and people development and exposure to mandatory labour regulations (min 1-year experience);
• Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people – both internal and external (min 2 years);
• Supporting and Co-operating including working well with people and adhering to ethics, principles and values;
• Organising and Executing which includes planning, organising, delivering results & adhering to processes & procedures
• Operational Min 1 year/s experience working on a DSV WMS; Min 2 years’ experience assisting with Ops Admin, including query management, client liaison, general reports including KPI’s, daily stats, document control in a warehouse environment;
• Min 5 years’ experience in warehouse operations and/or related finance support
• Reliable transportation to work
• English Communication - clear and professional use of the English language in written and verbal mediums;
• High quality of work - accurate, complete and thorough content in neat and easy to understand format. 

Electives

• Ability to liaise directly with internal and external client clearly and professionally
• Ability to work in a team and be a good team player
• Able to work with minimum supervision
• Effective communication skills
• Experience in warehousing environments
• Must be able to meet all deadlines.
• Team Player
• Organized
• Deadline Driven
• Reliable
• Attention to detail & accuracy essential
• Neat work results
• Analytical and problem solving skills
• Understanding of warehousing & production environment
• Knowledge of QMS (Quality Management System) & SHEQ (Heath, Safety, Environment & Quality)

Duties and Responsibilities

Purchasing compliance 

• Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed packing lists;
• Distributions of stationary/ hardware/ packaging materials, etc, to Ops
• Control & distribution of PPE

Timesheet/ Labour Invoices

• Capture relevant DSV staff timesheets, overtime, leave forms & claims
• Timeous submission of timesheets to Labour Broker / Payroll
• Ensure weekly invoices are received from Labour Broker on time and verify cost against approved timesheets.      
• Raise all anomalies raised by administrator with Branch Manager / Labour Broker/ HR             

Asset Procurement        

• Monthly review of asset register. Verify/sign off on all new assets loaded monthly
• Conduct quarterly audits     
• Report back to Admin Manager and Branch Manager on asset audit findings and status             

Invoicing            

• Raise weekly/monthly invoices to client timeously
• Update the monthly invoicing schedule, invoicing template and debtors report accordingly  
• Ensure all supporting documentation uploaded on Debtors Invoicing System
• Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
• Update Invoicing system with SAP invoice numbers       

Webcost

• Review all coding and ensure first time right
• Adhere to webcost timelines
• Review Webquery report weekly and action queries
• Raise Webqueries timeously where necessary
• Follow up on credit notes / invoices etc from suppliers
• Escalate any supplier concerns to Admin manager

DSO Management         

• Review DSO Report and follow up on outstanding balances
• Maintain a healthy relationship with the customer
• Give feedback to Admin Manager on progress

Financial Reporting/Analysis     

• Ensure all financial reports are reviewed, investigated and signed off by the branch manager
• Report all anomalies to Admin Manager
• Respond to P&L queries timeously and investigate where necessary
• Review P&Ls and submit journals to Shared Services
• Review P&L’s with branch manager monthly on workday 5
• Prepare SKF reporting and ensure sign off is done by branch manager monthly
• Collate & present monthly financial performance report on operations
• Liaise with Branch Manager on Manning, Equipment & other high costs monthly
• Prepare Equipment Schedule Report

KPI Reporting

• Tabling actual KPI data from business in agreed format
• Alerting operational management & admin supervisor to major variances to SLA KPI's
• Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager
• General reports including KPI’s, daily stats, order fulfilment, stock investigations, document control in a warehouse environment;

Support for ISO Quality Management processes

People Management

• Build a stable team within 4 months of taking on role
• Ensure job profiles and performance planning docs are in place for all roles
• Skills gap analysis to be completed on all and training plans in place
• Maintain all absence & leave records daily / per incident.
• Action and communicate all known transgressions to Admin Manager.
• Conduct performance reviews with subordinates as per requirement

Branch Support

• Support for ISO Quality Management processes
• Support Branch Managers with all finance and administrative requirements
• Prove to have assisted the branch managers in improving administration within 6 months