Jobs at Pernod Ricard

Key Duties and Responsibilities

Reception

Professional first point of contact provided between the public and PRSA

• Calls answered courteously and without delay
• Routine matters responded to before reaching Sales and Divisional Manager
• Calls and messages distributed to the correct person
• Visitors greeted and announced courteously​
• Enquiries from reps and staff responded to courteously and without delay
• Enquiries referred to the appropriate person as necessary – Field customer queries

Office Administration

Administrative support services provided to facilitate the productivity of the Sales Region

• Filing up to date and information accessible as per PR filing standards
• Generate Purchase Orders, Structured Costs, A&P Costs, Rebates
• Staff stock orders processed
• Customer performance reviews collated and bound within agreed timelines
• PODs collated and sent to LR
• Stock requisitions processed
• Monthly events calendars updated and sent to Regional Trade Marketing manager

Make travel arrangements

• Suitable quotes obtained from agent
• Bookings made accurately in time for travel and within budget
• Bookings communicated and vouchers from agent distributed before travel
• Business itineraries are efficient and practical
• Invoices processed correctly and paid

Manage ASD diaries

• Meetings (internal and external) and teleconferences are set up as required
• Clashes managed

Books venus and catering for events and meetings

• Appropriate venue and catering booked as required
• Expenses kept within budget

Assist with research as briefed by Manager

• Brief followed
• Suitable recommendations made

Data Processing

Accurate records kept facilitating the productivity of the Sales Region

• Manage vehicle administration
• Petrol Cards and trackers requested from Fleet Management for new reps
• Services booked according to required service points
• Monthly vehicle inspections collated and submitted to Fleet Manager
• Fines and AOD’s submitted to Fleet Manager
• Manager notified of unauthorised fill ups

Correct product reaches the customer at the appropriate time and in the correct quantities

• Manage Driver activities and distribution
• Memos from telesales issued to Drivers regarding special deliveries
• Couriers arranged according to requirements and tracked from departure to delivery

Finance

Finances managed according to PRSA procedures

• Budget Management
• Petty cash recon completed as required
• Cheque requisitions for staff reimbursements
• Tracking actual vs budget spend and report overspend to Management (A&P, T&E and SC)

Process customer credit applications ​

• Application completed according to PRSA guidelines
• New Credit application submitted to Finance without delay
• Documentation required for the opening of new account collated and sent to HO for processing
• Vendor applications completed and send to Finance for processing

Develop a collaborative relationship with the sales team (including reps)

• Information and reports available on time according to request
• Customer credit applications processed without delay
• Liaise with customers
• Customer events coordinated effectively
• Customer follow ups conducted to obtain required information

Stock Deals

• Obtain proof of purchase from customers to process stock deals

POS

• Short deliveries and damage stock reported to Marketing and further actions taken according to instructions
• Consult with National POS Manager to destroy of fix damaged goods

Process Inter Branch Transfers (IBT)

• Inter branch transfers (IBT) captured on the system as per delivery instructions
• Courier waybills completed accurately
• Receiving warehouse informed
• Overdue IBT’s are investigated and reported
• IBT’s receipted within 3 hours of received
• Receive POS stock into the warehouse

Inspections

• Health and Safety inspections done before the 26th of each month and loaded onto Portal
• Summary checklist to be completed and filed for audit purposes

Job Requirements:

• National Senior Certificate with secretarial short courses
• 3 years administrative and secretarial experience
• Knowledge of FMCG or Sales environment would be advantageous

Behavioural Competencies:

• Effective Decision Making, Planning and Organising, Teamwork, Communication, Technical Expertise, Presentation Skills, Influencing & Negotiation, Adaptability, Initiative, Resilience

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Key Duties and Responsibilities

• Collate all necessary category analytics
• Analyze spend and user specific requirements within the work being executed
• Support and execute procurement strategies developed by Category Leads
• Escalate where necessary supplier performance issues
• Support collaborative optimization activities where applicable
• Handle second level escalations with suppliers/internal stakeholders to resolve performance issues
• Collaborate with supplier and internal stakeholders to ensure smooth implementation of Category Leads sourcing outputs / agreements
• Ensure suppliers are correctly enabled through ERP (databases)
• Ensure contractual terms & conditions are effectively “operationalized”, identify and track benefits, while executing negotiations
• Purchasing of business products and associated services, maximizing value for money and return on investment, aligning with business and procurement strategies
• Maintain database of contracts and approved suppliers
• Classification of all components within the category
• Supplier identification, selection and Relationship Management for Request for Quotations
• Support meeting and communication routines with suppliers
• Support meeting and communication routines with internal stakeholders
• Execution of approved annual sourcing calendar developed by Category Leads

Reporting

• Updating of monthly category reports (savings and payment summary)
• Provide feedback for monthly variances vs planned budgets
• Maintain and report on Purchase Orders created within category

Negotiation with Suppliers

• Suppliers briefed in accordance with Technical Specifications and requirements from business
• Support commercial negotiations with suppliers to ensure best fit for purpose items are contracted in line with approved scope and specifications
• Record all negotiations in reporting trackers

Evaluate, categorize, and select preferred suppliers (RFQ based)

• Support supplier vetting annually, and as new suppliers are added to databases
• Compile a preferred supplier database per Category per region
• Supplier and contract relationship management, record keeping of all third-party engagements (meetings)

Database maintenance

• All data relating to the category accurately documented and updated
• Master data planned in advance (prior to transacting with suppliers)
• Database (supplier, contracts) maintained and reviewed monthly
• Database updates and risks need to be communicated to Category Lead
• All supporting documentation created and maintained

Build and maintain effective relationships with all stakeholders

Liaise with third party suppliers

• Effective relationship management with various suppliers
• Suppliers understand minimum quality standards and standardized specifications required
• Suppliers understand Pernod Ricard expectations
• Communication of procurement policies and source to pay training of external suppliers

Communication and interaction with all stakeholders

• Professional communication, behavior and actions result in credibility, trust and respect with all work partners.

Key Competencies and Experience

Functional and Technical Competencies

• Category strategy interpretation and implementation , data analysis, Risk Management, Procurement, Physical Asset Management Material and Services Knowledge, Financial Acumen, Report Writing.

Behavioral Competencies

• Creativity & Innovation, Business Acumen, Customer Service & Quality Orientation, Project & Change Management, Relationship Building & Communication Effective communication .

Leadership Competencies

• Entrepreneurship, Results Orientation, Live the Values, Provide guidance to team.

Qualifications and Experience

• Relevant 3-year B Degree tertiary qualification (or similar)
• At least 2 years’ experience in a procurement environment with a proven history of managing suppliers.
• Procurement and tender experience is essential.
• Minimum beginners excel skills.
• A proven track record of influencing key internal and external stakeholders