Procurement & Administrative Job Opening at Toys R Us And Babies R Us South Africa

Job purpose:

• Responsible for ensuring that all shipping and receiving documents are completed accurately and in a timely manner.
• Verifies materials received are as ordered and routes incoming items to appropriate departments/locations.
• Prepares items for shipment ensuring cost effective courier services.
• Leads the work of shipping and receiving personnel performing related work.

Key Skills needed:

• Excellent supervisory skills and knowledge in supply chain management;
• Excellent interpersonal and verbal communication skills;

Key Performance Areas

 Daily functions:

• Receive PI from buyers with retails prices;
• The PI is checked to ensure that all the relevant info has been added;
• Confirmation for duty for all items on the PI;
• Request estimate from the forwarder should the port of lading been out of the ordinary;
• Create costing after duty confirmation and estimate is received;
• Report back costings to Merchandise Planners;
• Import pack (Costing, PI, PO, Barcode report, Product listing);
• Check PO against the costing to ensure all info is correct. Report costing back to the shipping clerk and buyer to be signed off;
• Update, report and handle the import order schedule before the import pack to handed to the Planning and Merchandise Manager for approval;

LMEC deals:

• Create PI and invoice to Amic from LMEC with a percentage added to the FOB price;
• Duty is confirmed for all items on the PI;
• Request estimate from the forwarder should the port of lading been out of the ordinary;
• Create costing after duty confirmation and estimate is received;
• Report back costings to Merchandise Planners;
• Import pack (Costing, PI, PO, Barcode report, Product listing)
• Check PO against the costing to ensure all info is correct. Report costing back to the shipping clerk and buyer to be signed off;
• Update new order on the import order schedule;
• Ensure import pack is signed off and handed to the respective HOD;
• Follow up on shipments to ensure that the order is shipped on time or if there are any delays;
• Ensure shipping documents (invoice, packing list and bill of lading) are emailed from supplier;
• LMEC shipping documents are then created and invoiced to Amic;
• Costing is updated according to actual stock shipped (short or over) and signed off by respective employees and Directors;
• LMEC Shipping documents handed to the Shipping Clerk to arrange clearance with the forwarder;

LMEC monthly payment:

• Ensure payment schedule along with corresponding slips are emailed from Procurement Officer once a month for sourcing, travel, etc.
• Amounts, slips and schedules are checked with Procurement Officer to ensure all are correct. Schedules are signed off by the relevant buyers and handed to Shipping clerk for payment

LMEC Audit schedule:

• Ensure LMEC Audit schedule is updated constantly with all LMEC transactions, shipments, etc.
• Relevant documentation is created and filed to correspond to the info on the schedule.

Additional Duties and Responsibilities

• Signed Import costing pack received
• File number assigned to each import pack from the Shipment Register
• Ensure signed PI and PO emailed to forwarder (either Schenker or BPL). Schenker will receive imports that will ship out of Yantian, Shantou, Poland, France. BPL will receive the imports for the balance of the ports.
• Arrange new LC’s if required via FNB online. The following info is required when establishing an LC.,
  • Beneficiary name
  • Beneficiary address
  • Bank name
  • Bank address
  • Swift code
  • Account number
  • Ship date
  • Presentation period: 15 days
  • Description of goods
• Forwarder will email booking to confirm. Ensure all information is correct according to costing/PI signed off;
• Sort out any queries pertaining to the supplier and arrangements of bookings;
• Request for shipping documents (invoice, packing list, bill of lading) after a week from sail date from supplier;
• Check shipping documents against import pack and ask supplier to make adjustments if any is required ;
• Amend costing if supplier short shipped, over shipped, etc. Amendment to be signed off;
• Email shipping documents and clearing instructions to the forwarder for customs release;
• Email shipping documents and costing to buyer, planner and assistant with ETA date;
• Prepares bills of lading; checks items to be shipped against work orders to ascertain that quantities, destination, and routing are correct.
• Email packing list and bill of lading to respective employees in the Warehouse;
• Arrange for the original shipping documents to be delivered to Toys R Us head office if payment terms are TT or to FNB if payment terms are LC at sight;
• Provide original bill to the forwarder in order to obtain release of container from port. Fill in the forwarder collection file at reception; Email the forwarder and advice which documents are ready for collection.
• Request for tax invoices from forwarders for containers to be delivered to warehouse;
• Check all charges correspond to rates provides by forwarder ;
• Ensure the Director signs off all tax invoice;
• Hand tax invoices to the Financial Manager to analyse and make payment to the forwarder
• Assist in resolving any discrepancies;
• Ensure correct security processes are followed ;
• Consolidate shipping orders
• Traces lost shipments and/or claims of lost shipments; initiates proof of delivery documents.
• May maintain department database, prepare routine reports, and file shipping/receiving records.
• Follows established departmental policies, procedures, and objectives, continuous quality improvement objectives, and safety, environmental, and/or control standards.
• Leads, guides, and trains employees performing related work.
• Performs miscellaneous job-related duties as assigned.
• Working knowledge of commercial aspects of sales: foreign currency exchange rates, quotes, tenders.
• Accountable for leading the Shipping function as part of the Buyers Department to deliver Company results needed to meet strategic Plan objectives while maintaining the desired work culture.
• Responsible for working with suppliers to assist in resolving issues related to order fulfilment and shipping.
• Document and maintain shipping procedures.
• Has to maintain the expediting of foreign purchase orders in liaison with the shipping companies.

 General

• To undertake all mandatory training as required and participate in appropriate in-service training as and when required.
• Maintaining the strict confidentiality of all information acquired especially with regard to trade procedures, policies and staff.
• To undertake an appraisal and personal development review annually and through self-development, continuously update and improve knowledge and competencies.
• To take responsibility for being up to date with current policies and procedures and to adhere to these.
• Co-operating fully in the introduction of any new technology and new methods as appropriate.
• To undertake any other relevant duties requested by the Human Resources Department and or senior management

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Job purpose:

• Responsible for all administrative functions in a store in accordance with the Company’s standards and procedures. 

Key Skills needed:

• Strong Admin and reporting acumen
• Well organised
• Numeracy
• Ability to work under pressure and handle challenging situations
• Time Management
• Problem solving
• Appropriate Computer skills

Key Performance Areas

• Manage, control and administer all timeously in the store related to daily banking, price changes, staff scheduling and employment contracts, stock counts, stationery and all other general administration
• Daily cash ups and balancing by receiving incoming cash, checking it against sales slips and other documents, and preparing it for deposit at bank
• Counting and recording money received and/or paid out and balancing against cash register sales records
• Ensure accurate and timeous daily banking and reconciliations
• Daily reporting all discrepancies, shortages and overs, price overrides refunds and exchanges to Store Manager for authorisation
• Manage and control all functions and procedures related to receipt and dispatch of goods in accordance with standard operating procedures
• Daily scanning and emailing to head office all documentation relating to the receipt and dispatch of stock
• Daily reporting of all receipt and despatch documentation to the Store Manager for authorisation
• Adherences to daily housekeeping in office area
• Manage and control all weekly stock counts in accordance with count schedule
• Plan and prepare and administer all stock take counts
• Manage and control all stock take counts
• Planning and preparing work schedules for Store Managers authorisation
• Daily updating price changes electronically and manually
• Maintenance and administrations of all stock related matters (including but not limited to reports in respect to: no sales, top sellers and negative stock transactions); 16. Ordering, monitoring and controlling Stationery used in the store
• Minimize expenses in area of responsibility
• Protect Company’s assets in area of responsibility

Entry Requirements

• Matric Certificate
• Must have own or reliable transport to work to be able to work shifts
• Minimum of 1 (one) year administration experience within a retail environment

General

• To undertake any other relevant duties requested by Senior Management
• To undertake all mandatory and service training as required
• Maintaining the strict confidentiality of all information
• To undertake an appraisal and personal development review regularly
• To take responsibility and accountability for being up to date with current SOP’s
• Co-operating fully in the introduction of any new technology and new methods.

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Duties & Responsibilities

To meet store sales targets and deliver fantastic customer service whilst effectively planning, organizing and controlling all operations of a retail store in accordance with the Company’s standards and procedures. This document must be read in conjunction with the performance appraisal document and forms part of the employee’s terms and conditions of employment.

• Achieve growth and hit sales targets by successfully managing, mentoring, and leading staff.
• Interact with sales merchandisers, representatives and regional managers to evaluate sales strategy and results.
• Enforcing and implementing AWESOME customer service to give customer a WOW experience.
• Attend to unique and individual shopping needs of each customer and always put  the Customer first. 
• Develop, motivate and inspire respective teams in an ENTHUSIASTIC manner.
• Maintains store staff job results by recruiting, coaching, counselling, and disciplining employees; planning, monitoring, and appraising job results.
• Authorise all work schedules (including but not limited to work, break and leave).
• Ensure continuous training and development of all staff, and consistently carrying out training.
• Scheduling and assigning employees and following up on work results
• Handle customer complaints in a calm and professional manner
• Managing and controlling all daily store operations to maximize sales turnover whilst keeping stores expenses within allocated budgets and stock management.
• Managing and controlling all daily store operations including stores expenses within allocated budgets and stock management to maximise sales turnover.
• Minimise all controllable expenses and costs.
• Protect company assets and minimise all shrinkage, damages and theft.  
• Executing of physical plans/ actions to achieve desired sales results and sales turnover, including motivating staff to do so.
• Retain records of all stock and financial transactions.
• Conduct floor walks daily and initiate warehouse and/or overstock replenishments and face-ups.
• Implement, monitor and enforce all SOP’s.
• Maintaining company merchandise and housekeeping standards.
• Coordinate and manage all key service providers in line with company expectations (including but not limited to guarding, security, cleaning and logistics)
• Enforce effective and efficient implementation of all sales promotions (Including but not limited to road shows, centre management liaising etc ).
• Identify marketing opportunities and communicate to all relevant parties
• Ensure promotions are executed timeously and execution is planned in advance.

Desired Experience & Qualification

• Matric Certificate;
• Must have own or reliable transport to be able to work shifts;
• Minimum of 3 years’ experience within a Retail Environment, including 2 years’ of Management experience.

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Babies R Us Wellness is open and trading and are currently recruiting Retail Wellness Assistants nationally.

Wellness offers our customers a variety of products, to not only keep you healthy, but also some lovely treats and spoils for Mom or a friend.

Key Requirements

• Matric (Grade 12)
• Pharmacy Front Shop Sales Experience
• Product knowledge of Wellness/Health FMCG products would be advantageous

Applicants should be:

• Eager to learn and upskill themselves
• Have excellent communication skills and a good command of the English Language
• Happy, friendly with a confident disposition