JOB PURPOSE
- The core purpose of the role is to guide, coordinate, administer and monitor the overall provision of Safety, Health, Environment, and Quality principles within the company.
KEY PERFORMANCE AREAS
- SHEQ Integrated Management System control.
- Risk Management.
- Quality Management.
- Administration.
MAIN RESPONSIBILITIES
SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL
Monitor and control all SHEQ process in a significant way through planning, implementation, and co-ordination to achieve and maintain ISO 9001 and ISO45001 accreditation.
- Implements and administer ISO 45001:2018 and ISO 9001:2015 and throughout the company.
Manage required processes for the ISO Project that includes:
- Manage overall company SHEQ-IMS strategy.
- Oversee SHEQ-IMS compliance at all branches.
Ensure that all non-conformances and incidents are timeously reported, investigated, and attended to within the prescribed time by using the company approved system.
- Recording of NCRS and incidents on SHEQX.
- Conduct investigations and reviews.
- Ensure corrective actions are assigned to the appropriate party and implemented.
- Monitor non-conformities and ensure actions are completed timeously.
- Chair SHEQ-IMS Meetings.
Conduct SHEQ-IMS induction sessions as required.
- Review induction sessions as required.
- Monitor compliance to SHEQ objectives.
- Ensure compliance with system and operational protocols, policies, and procedures at all branches.
- Administer change management process.
- Identify and implement improvement programs and processes for SHEQ.
- Provide direction and support on all SHEQ related matters to the branches.
- Conduct consultation and participation exercises for the inclusion of non-managerial staff at all applicable levels and functions, and, where they exist, workers’ representatives, in the development, planning, implementation, performance evaluation and actions for improvement of the SHEQ-IMS.
- Always maintain a high level of customer service levels standards.
- Ensure the SHEQ Department maintains and complies with standards of health and safety, and hygiene always.
RISK MANAGEMENT
Maintain compliance with risk management protocols, policies, and procedures at all branches.
- Ensure legal appointments are up to date.
- Ensure all required inspections are conducted.
- Ensure all signages at all branches is appropriate, adequate, and correct.
- Compile and implement an emergency preparedness plan.
Custodian of Risk Assessments.
- Compile and review Hazard Identification Risk Assessments (HIRA) as and when required.
- Utilise risk assessment results to facilitate the implementation of preventative and corrective measures.
- Evaluate actions to address risks to determine their effect on the risk severity.
Compile and ensure implementation of Contractor Management program.
- Manage onsite service providers and contractors.
- Ensure/enforce contractor compliance and ensure their safety records are up to date before they can be allowed on site.
Ensure adherence to the OHS Act by all employees.
- Take reasonable care for the health and safety of themselves of other persons.
- Co-operate with the employer to enable prescribed duties or requirements to be complied with.
- Carry out any lawful order given and obey the health and safety rules and procedures.
- Report any unsafe or unhealthy situation to the employer.
- Report any incident to the employer.
- Comply with health and safety plans.
Conduct internal risk audits on all sites in accordance with company policy and procedure to ensure good governance and compliance.
- Manage the audit cycle programme.
- Producing and submitting a full audit report on each audit undertaken.
- Conducting site visits, identifying SWOT and Risk Analysis.
Implement awareness programmes to promote health and safety in the workplace, in conjunction with the HR Manager.
QUALITY MANAGEMENT
- Collaborate with other departments to develop and implement quality assurance programs and procedures to ensure product and service quality meets or exceeds customer expectations
- Maintain customer focus and product conformity by determining the risks and opportunities that can affect product quality and assessing customer satisfaction using appropriate means.
ADMINISTRATION
- Update & maintain SHEQ-IMS System (SHEQX)
Data capturing of all information.
- Ensure all documents are valid.
- Obtain valid documents for all expired records.
- Record and manage all relevant processes on the system.
- Develop and maintain SHEQ Files in conjunction with the SHE Reps at the branches.
Compile and distribute monthly SHEQ-IMS performance report.
- Establishes, develops and tracks assigned metrics to accurately reflect SHEQ performance in line with company strategy.
- Support sustainability by timeous and accurate capturing of SHEQ statistics.
- Monitor and analyse safety and quality performance metrics and identify opportunities for improvement.
- Develop, generate, and maintain all relevant documentation related to ISO, Health and Safety, Quality Management, Risk and Environmental control, in conjunction with the process owners and HR Department.
- Obtaining quotations, arranging for inspections, certifications in respect of Compliance n H&S.
- Develop and deliver safety training programs and initiatives for employees to enhance their safety awareness and knowledge.
- General administrative duties as required by the company.
REQUIREMENTS
KEY JOB REQUIREMENTS
QUALIFICATIONS
- 1 to 3 Years Diploma in the respective field (NQF 6).
- Certified ISO 45001 and/or ISO 9001 internal auditor.
EXPERIENCE
- 2 years relevant experience in monitoring, implementing, and auditing SHEQ Requirements.
- 5+ years’ experience in a safety environment.
KNOWLEDGE REQUIREMENTS
- Awareness and understanding of the ISO Standard requirements relevant to the position.
- Solid understanding of safety, health, environmental, and quality regulations, standards, and codes of practice.
- Knowledgeable about risk management, incident investigation, auditing techniques, and have experience in developing and implementing safety policies, procedures, and programs.
SKILLS REQUIREMENTS
- Computer literacy with Proficiency in MS Excel at an intermediate level.
- Excellent communication skills both verbal & written.
- Strong analytical skills to identify potential hazards and risks in the workplace, evaluate data, and develop effective strategies to minimize these risks.
- Problem solving skills. Able to identify problems, develop solutions, and implement them effectively.
Organizational skills. Able to manage multiple tasks and projects simultaneously and prioritize their work effectively.
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JOB PURPOSE
- The purpose of the role is to oversee and supervise all aspects of warehouse operations, to optimize the warehouse's efficiency and effectiveness, ensuring the accurate and timely dispatch of orders whilst upholding stock control measures and safety protocols and ensure that the administrative function of the branch is processed efficiently.
KEY PERFORMANCE AREAS
- Warehouse Control
- Stock Control
- Distribution Control
- Receiving Control
- Administration
- SHEQ Integrated Management System control
MAIN RESPONSIBILITIES
WAREHOUSE CONTROL
- Strategically control the warehouse in conjunction with the company’s policies and strategic objectives.
- Control receiving, picking, packing and distribution processes effectively.
- Control day-to-day operations of the warehouse to achieve Departmental objectives and targets.
- Cost management of all warehouse activities.
- Employee relations management of warehouse employees.
- Maintain effective working relationship with sales teams in terms of job scheduling and resource management to ensure satisfactory service to clients.
- Responsible to inspect stacking and storage practices in the warehouse in line with the General Safety Regulations (Annexure A)
- Assist in another position if there is an operational constraint.
- Assist with driving responsibilities, including driving a company vehicle, if hold a valid driver’s license.
- Manage temporary labourers’ costs and staffing, within company guidelines.
STOCK CONTROL
- Ensure stock control and reconcile with data storage system.
- Oversee, complete, and ensure stock takes are conducted and system deviations are inspected, as required.
- Ensure that all stock is correctly and neatly located, binned, and maintaining a tidy display of the products.
- Ensure all stock discrepancies are investigated accordingly.
- Control and minimize scrap and ensure authorisation before any items are scrapped.
- Setup warehouse layout and ensure efficient space utilization.
- Ensure all stock is packaged according to company procedures to prevent damage.
DISTRIBUTION CONTROL
- Control logistics function, ensuring all orders are dispatched timeously, including:
- Control dispatch quality, delivery times, transport costs and efficiency.
- Ensure dispatch accuracy as per Invoice, on time and in full, as per Dispatch Procedures.
- Ensure IBTR’s (Inter-Branch Transfers) are completed as per company procedures.
- Check and verify shipping records, manage queries on shipping shortages or overages timeously.
- Ensure uptime of fleet to deliver on customer service requirements, including:
- Ensure all drivers comply with the Road Traffic Act and/ Or AARTO that the delivery fleet is compliant with any associated regulations and/or other legal requirements.
- Assist with driving responsibilities, including driving a company vehicle, as required, if hold a valid driver’s license.
RECEIVING CONTROL
- Ensure that all deliveries are received, checked for accuracy, and processed in a timely manner.
- Ensure stock received via containers are correct and meets company quality standards.
- Ensure all stock are packed into correct bins as per company procedures.
- Assist with the loading and unloading of products from vehicles and containers.
- Administer Return to supplier (RTS) on SAGE.
- Post Receiving of stock items (GRV) on SAGE.
ADMINISTRATION
- Produce reports and statistics monthly.
- Control Branch PODs.
- Control Branch Freight administration.
- Administer Branch Inter Branch Transfers.
- Administer branch credits, including:
- Control petty cash box, including:
- Complete general administration duties as required by the needs of the branch.
SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL
- Ensure adherence to the OHS Act.
- Ensure the warehouse and admin office maintains and complies with standards of health and safety, and hygiene always.
- Participate in any Integrated Management System activities as required.
- Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
- Ensure adherence to all company policies and procedures.
- Always maintain a high level of customer service levels standards.
REQUIREMENTS
KEY JOB REQUIREMENTS
QUALIFICATIONS
- Grade 12 with at least 1 or 2 additional short course certifications.
- Valid Motor Vehicle Driver’s License.
EXPERIENCE
- 2 years’ experience in a similar position.
- 5 years’ experience in an operations / warehousing environment.
- 4 years’ experience in an administration field.
KNOWLEDGE REQUIREMENTS
- A comprehensive understanding of warehouse operations, including receiving, order picking, and dispatch management.
- A good understanding of inventory management techniques, including inventory control, cycle counting, and stock rotation.
- Strong leadership skills to effectively manage a team of warehouse staff, assign tasks, set priorities, and ensure productivity.
- Knowledgeable about health and safety regulations and procedures to ensure a safe working environment for all employees.
- Awareness and understanding of the ISO Standard requirements relevant to the position.
SKILL REQUIREMENTS
- Computer literacy with Proficiency in MS Excel at an intermediate level.
- Proficient in SAGE Evolution, or similar, at an intermediate level.
- Strong analytical skills to be able to identify and solve problems quickly and efficiently to ensure smooth warehouse operations.
- The capability to prioritize tasks, work under deadlines, and meet productivity targets while maintaining accuracy.
- Excellent verbal and written communication skills to effectively communicate with staff, suppliers, customers, and other stakeholders
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