Fresh Vacancies at DHL

Role Context

As a Project and Process Improvement Manager for the Finance Department, your role would involve overseeing and implementing various projects and processes to enhance the efficiency and effectiveness of financial operations within the department.

Project Management: Planning, organizing, and overseeing various finance-related projects and initiatives. This includes defining project scope, setting timelines, allocating resources, and monitoring progress to ensure successful implementation.

Key Responsibilities

• Identifying areas for improvement: Analysing existing processes, systems, and procedures to identify inefficiencies or bottlenecks that hinder productivity or hinder accurate financial reporting.
• Developing and implementing improvement strategies: Designing and implementing strategies to improve financial processes, such as streamlining workflows, implementing automation tools, or introducing new technologies to enhance efficiency and reduce errors.
• Project management: Leading and managing projects aimed at improving financial processes, such as system implementations, process reengineering, or policy changes. This includes defining project objectives, creating project plans, coordinating resources, and monitoring progress to ensure timely completion.
• Continuous Improvement: Promoting and fostering a culture of continuous improvement within the finance department. Encouraging feedback, innovation, and seeking opportunities to further optimize financial processes for increased efficiency and effectiveness.
• Performance measurement and analysis: Establishing key performance indicators (KPIs) and performance metrics to measure the effectiveness and efficiency of financial processes. Analysing data and generating reports to assess performance, identify trends, and make data-driven recommendations for improvement.
• Change management: Implementing change management strategies to support process improvement initiatives. This includes communicating changes to relevant stakeholders, providing training and support to ensure smooth transitions, and addressing any resistance to change.
• Collaboration and stakeholder management: Working closely with cross-functional teams, including finance professionals, IT, and other relevant departments, to ensure alignment and collaboration in process improvement initiatives. Building positive relationships with stakeholders to gain support and drive change effectively.
• Process Optimization: Analysing existing financial processes and identifying areas for improvement. Designing and implementing streamlined processes to increase accuracy, reduce costs, and optimize resource allocation. Monitoring and measuring process performance to ensure ongoing improvements.
• Stakeholder Management: Collaborating and building strong relationships with cross-functional teams, including finance professionals, IT, and other relevant departments. Ensuring alignment and collaboration in process improvement initiatives and gaining support from stakeholders to drive effective change.
• Ensure new employees are trained on specific departmental training classes/program
• Communicate without delay any new, recommended and mandatory training to all staff (assigning to them in MTW)

Policies and procedures alignment

• Keep up to date with Finance/OTC Global and Local related policies and procedures
• Identify gaps in staff not adhering to policies and procedures
• Define action plan, monitor implementation and provide guidance to employees to ensure adherence
• Define training intervention required and implement where required

Digitalization, project management and performance improvement

• Analyse process delays / failures, identify root causes and define corrective actions required
• Implement corrective actions (process, system or people related) to ensure accuracy, validity and completeness
• Implement corrective actions (process, system or people related) to enhance efficiencies and improve controls
• For identified projects based on global needs:
• Plan, drive implementation, monitor and report on implementation of projects (full project management from start to end)
• Perform post implementation support and lessons learned analyses
• Ensure adequate change management are introduced throughout the project lifecycle
• Identifying and evaluating digital technologies and solutions that can enhance financial processes and improve efficiency. Collaborating with IT professionals and stakeholders to implement and integrate these solutions within the finance department.

Operational management and record keeping

• Define, monitor and report on compliance to operational KPIs for areas under control
• Update documentation for respective area: SOP's, job aids, process flows, policies
• Ensure that all relevant backups are stored in the appropriate location
• Perform and manage activities in line with country good governance, compliance, DPDHL Global SOP’s/local specific policies
• Ensure system access are managed appropriately for areas under control
• Keep manager up to date on progress and issues
• Identify areas of risk and manage with teams. Escalate to appropriate channel when necessary to avoid delays and ensure issues are resolved
• Ensure timely responses to internal and external customers

Minimum Requirements

• Qualified CA(SA)
• Min 7 years post qualification working experience in the finance accounting & auditing field
• Extensive working experience with Oracle/SAP/SUN/Large ERP’s applications and data extraction tools.
• Experience in project manage implementation of various projects
• Experience in digitalization, automation and BI tools
• Must be detailed-oriented, analytical and accurate
• Be a creative and innovative thinker and seek out various training solutions
• Effective stand-up presentation, facilitator and development skills.
• Understanding of training processes and practices for adult learners
• Change management experience
• Excellent oral and written communication skills
• Must be flexible and adapt quickly to changing environments

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Job Purpose:   

To provide effective HR and support to the Distribution Centre Manager, Site Management teams and Employees. Build and maintain strong business partnership with the business, Management Teams and Employees offering a specialized HR service to achieve business performance, improvement through an implementation of the core HR Strategy, Business Processes and HR Priorities. To provide HR direction and ER support to the Distribution Centre Manager. Site Management Teams and Employees. To ensure healthy Employee Relations with all site personnel, Site Management Teams, and Employees. To ensure health Employee Relations with all site personnel ensuring respect with results.          

Key Accountabilities:

• To assist Line Management with the implementation and management of Human Resources policies, procedures, systems, and practices at operational level.
• Prepare and submit monthly payroll input.
• Focus on strategic business challenges.
• Provide support to the business leaders to drive commercial growth.
• Human Capital insights to business leaders as well as advocates and champion with organizational values, culture, and HR service delivery model within.
• Follow-up weekly with Site Management on Kronos exceptions
• Validation and sign off Smart Time hours reports with DC Manager and submissions to payroll.
• Assist with absenteeism management.
• Assist with death and disability claim – prepare and submit all necessary paperwork and do follow-ups.
• Business HR Provide support and guidance to align HR Policies and programs to business goals, talent issues and commercial needs.
• Provide support to the DC Manager and Site Leadership Team regarding EOS (MATT Administration / Updates, Survey Administration, EOS process.
• Provide support to DC Manager and Site Leadership Team on IR related matters (grievance, hearings, and warning).
• People acquisition and development utilization, Recruitment and selection, orientation, job analysis, training and development.
• Recruitment, Shortlisting, interviews, induction of new employees
• Liase with DC Manager and Site Leadership Team in assisting with any training needs.
• Ensure that you always work according to relevant procedures.
• Involvement in new business and projects.
• Successful implementation of HR related functions
• Preparation and compliance to various client and business audits
• Adhere to all SOP’s work instructions, policies, and procedures.
• Compliance to SDH process
• Effective HR communication – update communication zones with all relevant HR information and activities
• Assist with yearly salary increase and bonus preparations.
• Assist with timeous reduction of pay queries.
• Elevate problems or queries to your Line Manager for resolution.
• Develops strong, trusting relationship with DC Manager, Site Leadership Team, Employees, Clients and other business stakeholders.
• Facilitate all disciplinary processes.
• Ensure integrity of all information produced at all times.
• Succession planning, performance management and implementation of training plans

Qualifications, Experience & Attributes:

• Grade12
• HR qualification
• 2 – 3 years’ experience in a similar job environment
• Ability to communicate effectively with team members.
• Excellent problems sober
• Strong analytical skills
• Business and Commercial Acumen
• Attention to details.
• Administration skills
• Experience in warehouse / logistics / FMCG environment
• Leadership skills
• Sound recruitment knowledge
• Very interpersonal skills
• Excellent interpersonal skills
• Ability to work within a rapidly changing environment.
• Administration and organizing skills.
• Person should be able to enforce health and safety procedures and identify hazards.

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In this Head of Financial Controlling position

• You will review monthly reconciliations pertaining to controlling accounts, ensuring month end procedures/timetables are met. Preparing & managing the supply of financial information, reports & management report data to headquarters, regional as required, in particular month-end, quarterly and annual reporting.
• You will identify and manage risks pertaining to aged items, unbilled files, rates and GP.
• You will assist Head of Finance with compliance relating to the statutory tax matters by ensuring that the company is compliant to all the statutory tax matters and handling all the tax issues optimally to ensure we reduce any tax exposures.
• You will ensure compliance in accordance with DPDHL/ DGF Global Finance & Controlling guidelines and local statutory requirements.
• You will be responsible for integration of management accounting data into BU strategy & decision making, through modelling projections forecasting; risk analysis & assessment; business case scenarios. Take the lead on investment projects from a financial perspective.
• You will ensure accurate, transparent, relevant, and timely management reporting to division and executive board, including financial (CREST) and operational data Liaise with all departments to provide finance support on all financial topics.
• You will be the key point of contact for any DPDHL Internal audit, Statutory audit, Tax authority audit or any other adhoc audit as may be required from time to time.
• You will ensure global internal control framework in the area of scope is implemented and followed. Defines and implements local policies and internal control procedures to meet globally defined procedures.
• You will provide leadership and coaching to team members in the controlling department.
• You will ensure timely provision of various adhoc reports to Head of Finance that may be used to optimize the company performance.
• You will ensure the Controlling team is providing valuable information to operations and acting as trusted business advisors, with full understanding of key drivers, rates and risks.
• You will provide input to budgets and forecasts for all major country-level projects including integration projects.
• You will recruit, manages, motivates, coaches, and develops key members of finance controlling team in the country; keeps them motivated and oversees their task assignments.
• You will provide clarity on future direction, roles, and accountabilities.
• You will generate commitment, motivation and enthusiasm for the company and business units.
• You will lead and manage teams; determine team structure, roles, and performance targets in co-operation with Head of Finance.
• You will develop IKOs/KPIs with Team members and monitor individual performance.
• You will identify training needs and opportunities to develop a highly skilled functional department.
• You will conduct performance appraisal, performance review, including coaching as well as evaluates performance and proposes performance-based compensation for direct reports.

Now, here’s what we need from you

• Must have a Matric
• Must be a Chartered Accountant
• Minimum 4 years of relevant experience in finance function with leadership responsibility

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Job Purpose 

• To take full operational, commercial, and budgetary responsibility for the management of the Cape Town Distribution Centres.
• Working through the site management teams to ensure performance targets are met and exceeded. 
• To support the branch management and staff through objective setting, organising, motivating, communicating, measuring and development of people.
• To lead by maintaining a high standard of ethics, compliance with company policies and operating procedures.
• To contribute to the development of strategy of the business together with the executive team
• To maximise the performance of the operation by directing the daily, weekly, and monthly activities
• Providing leadership, motivation, training, and development of the workplace, executing against customer requirements, operational performance and "making DHL a great place to work".
• Professional Interaction with DHL Customers and build sound customer relationships.  

Key areas of responsibility include:

• Delivery of key financial performance measures - Managing Operations within the budget as set by the Client.
• "Meet and exceed operational service levels. Through the achievement of contractual Key Performance indicators.
• Drive and develop team culture Encourage and reward constructive internal competitiveness to the benefit of client, DHL and individual employees.
• Manage Human Resources - Through management team, ensure appropriate levels of Human resources to meet business needs, performance issues, training and development, employee productivity and recruitment and retention of staff.
• Manage Relationships - Through operational managers manage relationship with Trade Union, conduct negotiations within budget levels maintain a healthy, positive relationship.
• Compliance with statutory and company policies and procedures -Through Management team ensure compliance with statutory and company policies on:
• Health and Safety
• Employment Equity
• Labour relations
• Legislative
• Environmental issues
• Including regular monitoring to ensure these areas are maintained at a high level of compliance.
• Professional Relationship - Through a principled, professional approach ensure and co-ordinate interaction with the Client and Customers in order to achieve a maximum benefit to all.
• Operational Return - Full budget responsibility for multiple sites. Produce an annual budget in line with Company guidelines and budgeted revenue.
• Human Resources
• Ensure appropriate staffing levels.
• Ensure high level of competence in staff.
• Manage Industrial relations by ensuring that appropriate disciplinary actions are taken.
• Change Management
• Quality Control
• Budget Management
• Delivery of KPI's (Key Performance Indicators)
• Effective leadership and management of the operational and administrative teams
• Delivery of safe, secure, clean and fair work environment for team members
• Team Building and Moral Management
• Ensure compliance to SOP's (Standard Operating Procedures)
• Responsibility for all issues relating to Health & Safety and the Environment
• Maximise accuracy, productivity, and space utilization
• Translate, analyse and deliver customer needs through effective operations
• Ensure daily or weekly workload planning and volume forecasting routines are accomplished
• Maintained stock control procedures and continuously review to enable the daily reconciliation of theoretical and physical stock
• Maintain appropriate information / reporting systems to monitor Depot performance on an ongoing basis
• Responsibility for security and risk management        
• Project Management                                
• Continuous improvement                               
• Vendor Management                             
• Planning, Organising, Control    
• Customer Service        
• Management Information Systems    
• Financial Management        
• Human Resource Management    
• Industrial Relations Management        
• Management of Infrastructure        
• Housekeeping    

Qualifications

• Grade 12 / Matric – Essential
• Educated to university degree level or equivalent professional qualifications.              

Skills and Competencies

• Admin Knowledge - Must have good knowledge of all admin processes.
• Distribution Knowledge - Must have an understanding of the company's distribution system, transport needs and customer base.        
• Operational Knowledge - Must have a high level of understanding of all machinery, equipment, and vehicles on site.             
• Quality Knowledge - Must have a clear understanding of the quality deliver requirements of the company and be able to change and adapt as required.    
• Security Knowledge - Needs to manage, maintain and be aware of all security processes, procedures, and requirements of the company.        
• Team Development - Open communication - positive work environment and feedback - manage team dynamics.                
• Managing Relations - Develop relationships - maintain a positive environment and work ethic.                
• Financial Knowledge – Must have good knowledge of all Financial processes, must be able to interpret the numbers provided by Admin/Finance dept and impart information to the team.          
• Customer Focus - Understand and focus on customer requirements.      
• Problem Solving - Solves problems and initiate solutions.                
• Support Change - Embrace the change process and come up with innovative ideas.
• Corporate Governance     - maintain the highest level of integrity - ensure any gratuity offered is well communicated and discussed with management, and if agreed is non-binding.                
• Social Responsibility - Embrace and foster the DHL culture of working in and with the local communities.    

Experience

• 5 - 10 years Senior Management Experience, preferably in Logistics and Warehousing environment
• Industry/sector knowledge    
• Operational Management knowledge        
• Must be able to communicate at all levels.           
• Able to work in a fast moving and changing environment.