Jobs at Aspen Pharma Group

Overview

The role of a Warehouse Manager is a pivotal position responsible for orchestrating and optimizing the entire warehouse ecosystem. At its core, the job purpose is to ensure the seamless and efficient functioning of warehouse operations, meeting the needs and expectations of various stakeholders. This multifaceted role involves strategic planning, where the Warehouse Manager collaborates with key stakeholders to develop objectives and processes that align with the overall organizational goals. From overseeing teams to managing infrastructure and systems, the Warehouse Manager acts as the linchpin in driving the warehouse towards operational excellence.

Central to the Warehouse Manager's mission is compliance and quality assurance. This involves maintaining a safe work environment, ensuring accurate inventory control, managing product shelf-life, and adhering to industry standards such as Good Manufacturing Practices (GMP) and Good Distribution Practices (GDP). The Warehouse Manager plays a critical role in fostering a culture of continuous improvement, not only in operational processes but also in the development and growth of the warehouse team.

Another key aspect of the job purpose revolves around effective team leadership. The Warehouse Manager follows Human Capital procedures to manage staffing, schedules, and performance metrics. This includes utilizing performance management tools, providing guidance, and monitoring the daily activities of the warehouse staff. Moreover, the Warehouse Manager actively contributes to the financial aspect of warehouse operations by participating in budget development and overseeing projects that align with the warehouse's strategic objectives.

In essence, the Warehouse Manager serves as the chief architect of the warehouse's success story, navigating through diverse responsibilities to ensure operational efficiency, compliance, team development, and strategic alignment with organizational objectives. The ultimate goal is to create a high-performance warehouse that not only meets but exceeds the evolving needs of stakeholders.

Responsibilities

Align the Warehouse to Aspen’s strategy

• Collaborate with executive leadership to develop long-term warehouse strategies aligned with organizational objectives
• Develop processes and communications for the business indicating each stakeholder’s requirements and expectations (SLA’s where required)
• Continuously evaluate and refine warehouse processes and systems to enhance efficiency and effectiveness
• Maintain a safe and healthy work environment by establishing, following, and enforcing standards and procedures and complying with legal regulations (GMP/ GWP aligned standards)
• Ensure staff execute processes and procedures compliance as prescribed by the company. Inspect and ensure completed documentation for accuracy and completeness

Manage Warehouse staff and drive shift performance against key metrics, focussing on SHE, QSMR, Finance, Governance, Customer service

• Implement and oversee safety protocols across all shifts and conduct regular safety training sessions for the warehouse team
• Manage expired stock in all warehouses – identify stock and ensure all measures in place to minimise write-offs, ensure approval for write off
• Monitor key SHE and QSMR metrics, such as incident rates and compliance with safety and GMP procedures
• Ensure adherence to quality standards by implementing quality checks in product handling processes
• Optimize workflows to achieve service excellence, focusing on on-time deliveries and maintaining optimal stock levels
• Actively contribute to the financial health of the warehouse by aligning operations with budgetary goals and identifying cost-saving opportunities
• Oversee compliance with company policies, industry regulations, and legal requirements to ensure effective governance
• Ensure compliance and audit readiness in all warehouses
• Do audit responses post audits
• Proactively address customer inquiries or concerns to maintain a positive customer experience
• Empower subordinates through training, information sharing, coaching, feedback, appraisals, and delegation, to ensure the development of people, teams, and organisational capabilities
• Develop and communicate clear performance metrics aligned with organizational goals for each shift
• Set productivity targets, accuracy benchmarks, and safety standards
• Utilize performance management tools to track and evaluate team performance
• Make real-time adjustments to staffing levels, resource allocation, and operational strategies based on performance data

Manage Warehouse teams in respect of infrastructure, systems, reporting and analytics platforms to ensure efficiencies and optimisation for effective service delivery

• Oversee the maintenance and optimization of warehouse infrastructure to ensure seamless operations
• Implement strategies for space utilization, layout efficiency, and equipment functionality
• Address and resolve any infrastructure-related issues to minimize disruptions
• Manage and optimize warehouse management systems (WMS) for efficient order processing
• Regularly assess and update technology tools to keep pace with industry advancements
• Ensure integration and compatibility of systems for streamlined workflows
• Implement and manage reporting and analytics platforms for real-time visibility into warehouse performance
• Develop key performance indicators (KPIs) and metrics for monitoring team and warehouse efficiency
• Utilize analytics tools to identify trends, bottlenecks, and areas for improvement
• Provide training to teams on reporting tools for enhanced data-driven decision-making
• Strategize and implement processes to enhance overall operational efficiency
• Utilize analytics data to identify opportunities for optimization and cost reduction
• Align infrastructure, systems, and analytics with the goal of ensuring effective service delivery
• Foster a culture of efficiency and optimization among warehouse teams 

 Manage Warehouse teams with a focus on Inventory Accuracy, Stock Management, and Production Efficiency

• Implement stringent processes to ensure precise tracking of inventory levels
• Regularly conduct cycle counts and audits to validate physical inventory against system records
• Investigate and rectify discrepancies promptly to maintain high levels of accuracy
• Collaborate with teams to develop and adhere to best practices for inventory control
• Develop and execute stock management strategies to optimize space utilization
• Implement ABC analysis to prioritize stock items based on importance and turnover
• Ensure proper storage conditions, such as temperature and humidity, for different types of stock
• Implement just-in-time inventory practices to minimize holding costs and improve cash flow
• Collaborate with production teams to understand their requirements and align warehouse operations accordingly
• Develop efficient workflows and communication channels between warehouse and production units
• Implement lean manufacturing principles to reduce waste and enhance overall production efficiency
• Utilize real-time analytics to identify and address bottlenecks in production processes
• Encourage feedback from team members to identify areas for enhancement in inventory accuracy and stock management
• Implement technology-driven solutions, such as RFID or barcode systems, to enhance inventory tracking and reduce errors

Requirements

Skills Required

Background/experience

• Bachelor's degree in Logistics or similar degree
• SAPICS Basics of Stores and Stock control Programme
• 7 – 15 years’ experience in warehousing and logistics
• Proven experience in a leadership role with oversight of multiple staff

Specific job skills

• Proven leadership
• Attention to Detail and Organizational skill
• Warehouse Operations Expertise
• Strong Industrial Relations knowledge
• Compliance and Quality Assurance
• Reporting metrics development and analytics
• Strong problem-solving techniques
• Risk Management
• Flexible and Adaptive to change.
• Influencing and conflict resolution skills
• Customer Services and interpersonal relationship skills
• Technology Proficiency
• Project management
• Good, solid Presentation skills

Skills and attributes

• SAP EWM and IM proficiency
• A sound knowledge of relevant quality working standards & safe working procedures as well as the requirements of the Health and Safety legislation (OHS Act/ISO standards), also including GWP and / GMP, GDP and safe work practices
• Proficient in Microsoft Office suite (incl. excel), warehouse management systems, and database systems
• Must communicate effectively (written and verbal) to manage and meet both internal and external customer expectations
• Effective Root Cause Analysis, problem solving and driving Corrective and Preventative measures

Competencies

• Performance driven
• Create the future
• Accountability / Ownership
• Develop talent, teamwork
• Communicates effectively
• Lead and influence others
• Continuously grow and develop
• Contribute special expertise
• Take action with integrity

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Job purpose

• Coordinate talent management activities.
• Prepare site training plans and budgets.
• Facilitate leadership training and other training interventions as part of the Aspen Learning Academy.
• Engage with stakeholders and ensure training return on investment.

Responsibilities

Planning and budgeting

• Develop and manage site training plans and budgets.
• Schedule training in line with overall Capability targets and within budget parameters
•  Develop training plans and job aids to fulfil training requirements.

Training coordination

• Coordinate processes to develop employees in current roles, and an employee pipeline e.g. Vacation Work, Work Integrated Learning
• Coordinate and monitor learning and development/ training interventions (e.g. Management & Leadership development training as a part of the Aspen Learning Academy)
• Coordinate site induction programs for new staff.
• Coordinate the selection process for bursaries and learnerships.
• Aid in identification of skills gaps within the organization and develop and implement training to address these.
• Input into the design and implementation of systems/ processes to manage talent development activities.

Training

• Facilitate leadership training.
• Implement career development and succession planning processes to prepare employees for future roles.

Reporting and recordkeeping

• Report on all training completed using relevant learning management systems, demonstrating return on investment from training activities.
• Serve as a training system administrator in the LMS.
• Maintain a reference library of guidance documents and training materials.
• Produce monthly quality management review metrics for training.
• Ensure training records and documentation are in place as required by external stakeholders.

Collaboration and stakeholder engagement

• Provide guidance to employees regarding training programmes for their development.
• Support and partner with Human Resources and other internal stakeholders to ensure training requirements are identified and met.
• Guide and assist internal SMEs through best practice instructional design methods for internal training module development.

Requirements

Background/experience

• At least 6 years' relevant experience in training and facilitation and instructional design
• Experience with pharmaceutical regulations, and training in a Pharmaceutical environment would be an advantage.
• National Diploma in a Training and Facilitation-related field.

Specific job skills

• Computer literacy
• Excellent communication and facilitation skills

Competencies

• Maintaining Accuracy
• Customer Awareness
• Taking Action
• Planning and Organizing
• Organizational Citizenship
• Developing Others

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Job purpose

• The Wellness Officer monitors and trends the wellness of the workforce through the Wellness and EAP programmes, sick absenteeism, return-to-work plans, attendance management and permanent and temporary disabilities.
• The role takes ownership of continuous education of the workforce in terms of financial, emotional, mental, and physical wellness programmes.
• They are responsible to ensure statutory requirements, company policies and procedures are complied with and to maintain statistical records.

Responsibilities

Employee Wellness

• Own and coordinate the Wellness program through creating awareness according to the health calendar.
• Plan workshops, talks and awareness programmes for employees on relevant topics.
• Manage and monitor absenteeism through early identification of sick notes & ill health and identify possible disability cases.
• Manage and monitor absenteeism through early identification of sick notes & ill health and identify possible.
• ergonomic issues.
• Assist HC Business Partners and Line Managers by identifying any potential employment issues related to absences.

Disabilities Management

• Manage the permanent and temporary disability process through liaising with Insurers / Human Capital / Payroll/ Management / Health Care Centre and Trade Unions
• Liaise with treating physicians where necessary to clarify employees’ ability to engage in work duties.
• Ensure all relevant stakeholders involved in an employee’s absence are appraised of the current status including eligibility of benefits, medical documentation requirements, anticipated / planned return to work dates and any limitations or restrictions.
• Facilitate the timeous completion and submission of temporary and permanent disability applications.

Audits

• Oversee disability audit requests from internal and external audit bodies.

Prepare for and provide all supporting information in alignment to audit requirements for:

• Sustainability Audit.
• Ecovadis Assessment
• Department of Employment and Labour Audits
• BBBEE – Empowerdex verification.
• Ensure that all sampled documents are accurate and submitted.

Customer Service

• Ensure all queries are followed up and resolved in the shortest possible timeframe.
• Maintain a professional attitude when responding to a customer’s needs.
• Interact on a regular basis with service providers that support with the disability administration requirements.
• Identify and lead resolution of any service issues or misalignment with service providers.
• Produce monthly quality management review metrics for training.
• Ensure training records and documentation are in place as required by external stakeholders.

Requirements

Background/experience

• National Diploma or equivalent in General Nursing or Social Work
• Computer literacy – MS Office package at an Intermediate level
• Registered Counsellor
• 3-5 years’ experience in an industrial wellness role, managing absences related to disability or sick leave programs.
• Broad knowledge and understanding of Occupational Health and Safety
• Applied understanding of Health and Safety concepts, terminology, and the interrelatedness of these within Human Capital practices

Specific job skills

• Time management: handling multiple tasks at once.
• Good interpersonal and presentation skills
• Customer champion: Excellent relationship building internally and externally.
• Detail orientated.
• Information seeking: Process improvement initiative.
• Team player

Competencies

• Innovation
• Teamwork
• Attention to detail.
• Information gathering
• Tacking Action
• Planning and Organizing
• Aspen knowledge
• Optimism

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Company Description

We are a global specialty and branded pharmaceutical company, improving the health of patients across the world through our high quality and affordable medicines. Active at every stage of the value chain, we are uniquely diversified by geography, product and manufacturing capability.

Aspen is a dynamic organisation built on entrepreneurial strength and forward-thinking minds. We attract high performing individuals who are passionate about their career and have a desire to exceed expectations. At aspen, not only do we source for the best talent but we also provide a host of opportunities for continuous development.

The Group’s key business segments are Manufacturing and Commercial Pharmaceuticals comprising Regional Brands and Sterile Focus Brands. We have approximately 9 100 employees at 69 established offices in over 50 countries and we improve the health of patients in more than 150 countries through our high quality, affordable medicines.

Objective: 

Execute the SA Commercial Finance Functions with direct responsibility for preparing, analysing and submitting accurate, useful financial reports to key stakeholders in the business on time and in full. The role supports decision making in line with company’s strategic objectives with a focus on maximising profitability.

KEY RESPONSIBILITIES

Month-end Close and Reporting:

Analysis, Reporting and Management of:

• Sales (including discounts,
• dealing and rebates), COGS
• and Gross Profit
• Operating Expenses
• Accruals and Provisions
• including applicable balance
• sheet reconciliation and
• management
• Journal preparation and
• posting
• Analysing and explaining all
• variances to Budget,
• Forecast and Prior Year by
• (where appropriate):
  • Brand
  • Customer
  • Division etc.

Budgeting and Forecasting:

• Annual Budget, Five Year Plan and Quarterly Forecast Processes
• Facilitate Budget, Forecast &
• Five-Year model processes
• Prepare and maintain
• calculation templates
• including loading and
• analysing calculated values
• (e.g. Log Fees, Distribution
• Fees, Trade Expenditure)
• Price, volume mix analysis
• Detailed review analysis and
• explanation of all Income
• Statement lines
• Insightful reporting on
• variances
• Input into Budget
• presentation pack
• Address queries timeously

 Projects and Business Partnering:

• Ad Hoc tasks to be performed in line with applicable policies and levels of authority and Pricing (Selling prices, Discounts & Dealing,COGS)
• Review and critically analyse New Product Launch P&L statements with reference to marketing plans and other input from the business
• Facilitate robust Brand Plan processes including template development, maintenance and management by working closely with appropriate stakeholders
• Supporting the Business Heads and their teams in preparing for quarterly brand and performance reviews by providing templates, information, and meaningful analysis.
• Provide day to day financial support and training to the business
• Address ad-hoc queries (including Internal and External Audit requirements)
• Perform ROI analysis
• Review and sign off Commission calculations Projects as assigned
• Perform designated approval function in line with approvals framework
• Identifying and documenting risks and opportunities
• Third party reporting in line with contractual requirements
• Process flow improvements
• Ensuring transactions are accounted for in line with IFRS
• Ensuring adequate financial controls are designed and implemented for the respective business units
• Ensuring that reports are balanced between systems and supporting documents
• Review, approve and update SOPs from a financial control perspective

Requirements

Skills and Attributes:

• Effective planning, organising and co-ordinating skills to prioritise tasks,
• manage projects and deliver high quality work under pressure
• Management Accounting & Analysis
• Financial Accounting (IFRS)
• Companies Act
• MS Office
• Advanced Excel (Financial Modelling preferred)
• Master Data principles
• Scenario analysis
• ERP System (SAP advantageous) 

EDUCATION & EXPERIENCE

• Matric / Grade 12
• CA(SA) or ACMA CGMA
• At least 3 years working experience in a finance environment (audit or otherwise)
• At least 3 years post articles experience
• Prior experience in the interpretation and use of accounting standards and the Companies Act
• Pharmaceutical/FMCG industry and Commercial Finance experience preferred
• Highly numerate
• Excellent analytical skills and attention to detail
• Logical reasoning
• Results driven
• Problem solving and decision making
• Commercial and strategic awareness
• Independent and self-directed individual who can drive execution;
• Effective interpersonal skills and able to influence people and decisions
• Clear written and verbal communication

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OBJECTIVE: 
You will be responsible for building and maintaining strong business relationships with these key accounts in order to drive net sales revenue and operating income within trade spend budget.  You will be required to engage with internal and external cross functional departments including Marketing, the Field Teams and Logistics and to ensure a seamless service to customers. 

MAIN DUTIES:
The successful candidate will be responsible for the following:

• Implementation of division sales and marketing strategies
• Establish an environment and foundation for future sales growth.
• Effective management of resources, e.g. money, stock, time, systems, sales tools, etc.
• Sales forecasting, close co-operation and communication with Supply Chain.
• Achieve and exceed key sales objectives as discussed and agreed with line manager. 
• Establish strong business relationships with all key customer groups to maximize sales growth 
• Manage stock levels at wholesalers to an optimum level.
• Develop and maintain excellent relationships with Key Customers
• Efficient & constructive customer problem solving
• Analysis & reporting of sales performance.
• Evaluate market trends and gather competitive information, identify trends that affect current and future growth of regional sales and profitability.
• Disseminate information to regional sales representatives, marketing and sales operations. 
• Methods for improving customer services are proposed, developed and continuously updated.
• Adhere to budget and expense guidelines by specific Key Account.
• Ensure that customer adhere to trade terms, negotiated agreements and formulary listings.
• Provide critical feedback towards the commercial strategy and tactics. Feedback to include successes, barriers, market opportunities, issues and highlight key stakeholders.
• Cross functional work across all departments to maximize and ensure the hospitals and patients access to products.
• Operational requirements and customer needs are assessed against marketing / business plan.
• All queries are followed up and resolved in shortest possible time within policy framework
• Professional attitude is displayed when responding to customer needs
• Responsibility taken for credit returns, expired stock and damages at wholesalers managed within Aspen’s standard terms and conditions.
• Ensure optimal stock levels at key accounts and seek to maximize the ROI.
• Review and utilize Qkliview and other source models for stock levels / movement and generate projected orders.
• Place order and follow through to delivery of stock
• Keep supply chain team informed of new listings and impact on stock holdings including any increase or decrease in sales expected. 
• Liaise with the Aspen Communications center to address out of stocks and constrained supply or controlled supply items.
• Manage product recalls within the company SOP.

Requirements

QUALIFICATIONS & EXPERIENCE:

• Matric / Grade 12
• B Com – Marketing and/or B Pharm, and/or BSc Medical qualification essential.
• Post graduate qualification in Marketing would be an added advantage
• 2 years Key Account Management or business development experience within the private corporate hospital environment is essential.
• 3 years previous sales management experience essential.
• Successful experience /understanding of the structure for prescribing, reimbursement, funding, formulary processes and policies within the hospital environment.
• Marketing with in the Pharmaceutical industry would be an added advantage.
• Strong conceptive, and consultative strategic selling skills a must.
• Computer literate with advanced excel and analytical skills. 
• Presentation skills
• History of top sales performance
• Decision making, commercially astute, self-driven, Teamwork, planning and organising, project management, presentation skills, strategic thinking, leadership skills, analytical thinking, influencing, innovative, relationship savvy.

COMPETENCIES:

SKILLS

• Planning skills
• Time management
• Problem solving
• Budgeting
• Analyzing trends
• Service orientation
• Decision making skills
• Interpersonal skills
• Communication skills
• Selling skills
• Team player
• Advanced Excel and Microsoft applications skills.
• Proficient on Qlikview reporting with a focus on providing analytical insight into the account

ATTRIBUTES:

• Initiative
• Confidentiality
• Empathy
• Customer focused
• Interpersonal sensitivity
• Patience
• Influence
• Cultural sensitivity
• Attention to detail
• Logical thinking
• Information seeking
• Competive Edge

KNOWLEDGE:

• Knowledge of Business
• Knowledge of processes
• Recruitment and Selection 
• Policy and procedure
• Finance knowledge
• System knowledge
• Product knowledge
• Industry knowledge
• Legislation and marketing code