Jobs at H Systems (Pty) Ltd

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.
• Identify opportunities to reduce warehouse costs and implement processes to achieve these savings, in conjunction with the Branch Manager. 
• 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.
• Comply with all traffic laws and follow safe driving practices while operating a company vehicle.
• Loading and unloading deliveries.
• Maintain accurate records of deliveries and ensure all relevant paperwork is signed and returned. 
• Provide excellent customer service.
• Manage temporary labourers’ costs and staffing, within company guidelines.
• Ensure adequate staffing requirements in the warehouse

STOCK CONTROL

• Ensure stock control and reconcile with data storage system.
• Stock reflecting on SAGE must be in saleable condition.
• Management of all non-stock items (in-and out). 
• 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.
• Ensure silicone is discarded according to environmental legislation.
• Ensure Touch up spray is discarded according to environmental legislation.
• Setup warehouse layout and ensure efficient space utilization.
• Ensure all stock items are allocated to bins.
• Ensure all bins are labelled correctly.
• Ensure all stock is packaged according to company procedures to prevent damage.
• All stock in bins to be neatly wrapped to prevent damages. 
• Conduct stock counts, as required.

DISTRIBUTION CONTROL

• Control logistics function, ensuring all orders are dispatched timeously, including:
• Manage freight forwarders and ensure timeous collection from couriers.
• Ensure routes are planned and optimized to minimize delivery times and costs.
• 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:
• Preventative/ad hoc maintenance and readiness for unplanned downtime.
• Ensure all vehicles are serviced as per service schedules.
• Ensure all vehicle inspections are completed weekly as per company procedures. 
• 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.

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 documented quality checks is completed on each shipment and review accordingly.
• Ensure all stock are packed into correct bins as per company procedures.
• All stock in bins to be neatly wrapped to prevent damages.
• Assist with the loading and unloading of products from vehicles and containers.

ADMINISTRATION

• Produce reports and statistics monthly.
• IN/OUT status report. 
• Vehicle Drops and mileage reports.
• Vehicle and equipment maintenance.
• Inventory slow movers and dead stock report.
• Stock variance report.
• Stocktake progress report.
• Stock valuation report.
• Stock shortage reports.
• Overtime and short time report. (If required).
• OTIF Report. (If required). 
• Inspect x codes (BOM Control codes) and ensure that all x codes on the system are cleared to 0. 
• Order PPE for employees, according to company processes, in conjunction with the Branch Manager.
• Any other warehouse administrative tasks as required by the Branch Manager.

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
• 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 processes.
• Ensure the warehouse maintains and complies with standards of health and safety, and hygiene always.
• Always maintain high standards of housekeeping.
• Ensure PPE is always worn in the warehouse.
• 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

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. 

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MAIN RESPONSIBILITIES:

PROCUREMENT

• Oversee procurement strategies and define commercial terms that result in tangible reductions in costs.
• Source new products as per company requirements and customers specifications and attain samples and pricing. 
• Secure favourable prices and terms with suppliers.
• Monitor and control externally provided process performance that impact products and services. 
• Optimise inventory costing by undertaking price negotiations with suppliers for competitive rates.
• Control procurement spend in line with financial requirements and remain within the budgetary requirements of the company. 

PURCHASING

• Prepare local and international orders according to purchasing data sheets.
• Calculate branch requirements on incoming shipments and communicate accordingly.
• Identify open PO’s, IBT’s and outworks jobs for all branches.
• Action stock order requisitions by validating stock requirements and purchasing from local/international suppliers as per company requirements.
• Complete stock purchases for local and international orders with permitted suppliers in line with company requirements. 
• Ensure all goods are imported cost-effectively (optimise containers), and import documents are accurate, compliant and valid. 
• Monitor Customs and Excise container stops and container free days to prevent vessel detention.
• Ensure replenishment of goods, ensuring zero stock outs.
• Review sales trends and forecast to determine adequate stock holding. 
• Mitigate all risks relevant to the Procurement processes by ensuring compliance to legal and statutory requirements.
• Ensure that the branches are stocked optimally. 

ADMINISTRATION

• SAGE System maintenance 
• Manage and update stock related information on SAGE.
• Maintaining stock warehouses on system.
• Set up BOM’s (Bill of materials) and maintenance.
• Create and maintain stock codes of items on SAGE.
• Daily order relinks. 
• Ensure SLAs are in place with all procurement suppliers.
• Continuous communication with senior management and branches.
• Execute administrative requirements of the department as required.
• GRV’s.
• Purchase orders. 
• Clearing Instructions.
• Import Documentation.
• Submit Import Documentation to banking institution.
• Retain Document Information as required by Legal and Statutory requirements. 

REPORTING

• Generate Stock level reports (price trends) as per company requirements.
• Prepare month-end stock day’s schedules timeously, analyse and report.
• Review and analyse item costs on SAGE and identify cost increases/decreases and execute strategies to reduce item costs.

Procurement reporting:
Monthly: 

• Groupings
• Costings
• Warehouses check
• IBT’s check
• X Codes Check
• Cost variances

Weekly: 

• Shortages
• Stock outs
• Ad Hoc Reports
• SHEQ reporting
• This include but are not limited to: NCR’s, Product loss, Risks, Customer satisfaction, Changes
• Review lead times of suppliers to ensure continues improvement.

QUALITY CONTROL

• Ensure all packaging meets company standards and comply with quality plans.
• Ensure documented quality checks is completed on each shipment and review accordingly. 
• Raise any quality related Non-Conformances with the relevant suppliers and ensure compliance.  

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
• 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 processes.
• Ensure the warehouse maintains and complies with standards of health and safety, and hygiene always.
• Always maintain high standards of housekeeping.
• Ensure PPE is always worn in the warehouse.
•  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

QUALIFICATIONS:

• 4 year BCom degree with major in accounting or CIMA qualification Or CA qualification

EXPERIENCE:

• 5+ years’ experience in a similar position.
• Prior experience in procurement, sourcing, or supply chain roles within the aluminium industry or similar. 
• Experience in accounting, cash flow management, statistics and trends.