Procurement Manager, Inventory Manager, Procurement officer, Buyer, Warehouse Manager, Stores Manager (Supply Chain)

Overall performance areas:
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Responsible for the overall performance of the company by managing +/- 80-90 million rand’s worth of stock (7000-line items) to ensure minimal stock outs.
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Managing and overseeing a team whose key responsibilities are to forecast, order stock and arranging shipments.
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Managing the stock auditor who is responsible for stock counts, journals, vehicle checks, branch audits and housekeeping
Key Performance Areas:
Procurement & Inventory Management of Imported and Local Stock
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Reviewing and Assisting Forecasting of Import orders
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Pricing & MOQ Negotiations
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Approving Order Proposals for Sign off by Directors
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Monitoring Budget & Cash Flow. This Includes Sending the Cashflow to the Financial Director for Approval on Deposit, Balance and Sample order Payments
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Pre-empting Stock-Outs and Advising Directors on Stock Issues
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Communication of Issues via Monthly Inventory Meetings
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Verifying Import Costings & Invoicing GRN’s
Procurement & Inventory Management of Local Raw Material Stock
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Reviewing Monthly Forecasting of Local Raw Material Orders
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Confirming pricing & Placing of PO’s by Procurement Agents
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Weekly Monitoring of Risk Reports – Finished and Raw Materials
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Assisting Receiving & Creditors in GRN / Invoice Discrepancies
Procurement & Inventory Management – Africa
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Authorising Inventory Planning & Ordering – African branches
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Finalising GRN’S and Serial Number Imports and Exports – Zambia, Botswana and Namibia
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Customs Documentation Verification & Costings – Zambia
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Inventory Calculations and Adjustment on Min & Maxes – All Branches
Management of Procurement Agents
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Task Management of Procurement Agents
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Checking Proforma and Commercial Invoices on Incoterms and Pricing
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Ensuring that Procurement Agents are doing Order follow-ups & Expediting
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Providing Guidance on Customs Matters when Necessary
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Checking and Verifying Costings
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Monitoring LOA’s & Testing Reports done by Procurement Agents
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Monitoring Outstanding Purchase Orders – Import and Local
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Requesting Ad Hoc Local Ordering & Quoting
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Assisting my Procurement Team Where Needed
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Approving Arrangement of Shipments by Procurement Agents – LCL, FCL and Airfreights
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Checking that Clearings and SAD500 by Procurement Agents are Accurate and Matches Shipping Documents
Letters of Authority
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Monitoring and Ensuring that LOA’s are Obtained from NRCS for every Electrical Product.
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Keeping the LOA Register Up to Date and Liaising with RnD Manager
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Completing and Finalising Yearly NRCS Levies
Cash Flow, Forex Bank Payments & Forex Purchasing
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Checking and Completing Cash Flow for Import or Foreign Supplier Payments Accurately for Submission to Financial Director
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Checking all Forex Payments on Standard Bank for Payment
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Buying Forward Cover and Spot Rates on Standard Bank E-market Trader
Managing National Stock Auditor
Key Functions:
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Monitoring that Weekly Stock Counts of All Branches are Checked and Updated by Stock Auditor
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Daily Finished Goods and Raw Counts are Handed Out and Captured Every Day
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Checking and Posting Stock Journals Issued by Stock Auditor
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Weekly Transfer Discrepancy Journals Are Investigated and Posted Weekly
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Weekly Takealot Counts are Captured, Investigated and Discrepancies Corrected Weekly
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Selecting Vehicles to be Checked Daily by Stock Auditor
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Weekly Housekeeping of Warehouses are Done and Uploaded Weekly on ERP
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Monthly Tasks are Completed by Stock Auditor
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Check and review that the stock auditor’s month end reports are on time

Key Functions:
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Procurement & Inventory Management of Import / Import Control
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Procurement & Inventory Management of Local Raw Material Stock
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Procurement & Inventory Management – Africa Branches
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General management of procurement tasks and duties
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Letters of Authority
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Cash Flow, Forex bank payments & forex purchasing
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Research and Development of new products Key Performance Areas:
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Procurement & Inventory Management of Import / Import Control
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Forecasting of all Major Import Suppliers. This Includes the Forecasting of Finished goods and Raw Materials for Manufacturing.
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Sending Order proposals off to Directors for Reviewing and Approval. Order Proposals Includes Forecasted Order Quantities as Well as Suggested Order Quantities Should we Notice a Higher than Usual Increase in Sales.
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Placing Orders with Suppliers. The Process Includes Negotiations of MOQ, Unit cost, Lead time and Incoterms.
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Monitoring Budget and Cash flow for the New Month.
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Continues Monitoring of Sales and Usage in Order to Take the Corrective Action in Order to Prevent Stock outs.
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Monitoring and Controlling the Import of Shipments. Duties Include Arranging Combined Shipments, LCL’s and Full Containers with Forwarder as Well as Communication with Suppliers. Monitoring the Progress of the Shipment and Updating Status notes on ERP Accordingly.
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Communication with Board of Directors on any Issues Regarding Ports and Logistics.
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Provisional Costings and GRN’s of all Incoming Shipments.
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Procurement & Inventory Management of Local Raw Material Stock
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Forecasting of all Major Local Suppliers. This Includes the Forecasting of Finished Goods and Raw Materials for Manufacturing.
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Placing Orders with Suppliers. The Process Includes Negotiations of MOQ, Unit Cost, Lead Time.
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Weekly Monitoring of Min Requirements Report.
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Procurement & Inventory Management – Africa Branches
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Inventory Planning and Ordering of Stock for all Africa Branches. This Process Includes Min and Max top ups as Well as Customer Orders Should Orders be Manufactured.
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GRN’s and Serial number Imports for Zambia and Botswana Branches.
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Customs Documentation Verification & Costings for Shipments going to Zambia. This Process Involves Verifying that the Worksheet is in Order as per Stock list. Confirming that the Tariff Codes are Correct as per Stock item, Verifying Duties and Charges. Doing a Costing for the Whole Shipment in order to Verify that Shipping costs are Correct before Payment.
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Inventory calculations and reporting on min & maxes for all branches.
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General management of procurement tasks and duties
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General Risk Assessment on all Finished Goods and Raw Materials on a Weekly Basis. This Task Ensures that we Have an Average Stock Holding of 6 Months on Hand.
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Monitoring Listings of all Major Retailers in Order to Ensure that we Have the Necessary Stock on Hand to Supply Future Demand.
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Updating Status Notes on the ERP System on the Progress of Orders. This Includes all Shipments on the Water as well as Orders being Manufactured.
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Doing Payments on Orders that are Ready to Ship and Ensuring that Shipment has been Arranged.
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Completing and Sending Clearings to Forwarder which Includes all Necessary Documentation. This also Includes Verifying that Worksheets are Correct Received from Forwarder for Shipments that Will be Arriving soon at the Port.
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Providing Guidance on Customs Matters when Necessary.
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Following up on Outstanding Purchase Orders by General Staff to Ensure that Orders are GRN’d when Finalised.
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Letters of Authority
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Completing and Submitting LOA’s and Energy Efficiency for New Products. Continuously Following up on Submitted LOA’s. Starting the Order process, Assistance with Artwork, Carton Marks and Rating Labels once LOA has been Received.
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Completing and Submitting NRCS Levies Online and Arranging for Payment.
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Cash Flow, Forex bank payments & forex purchasing
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Checking and Completing Cash Flow for Import or Foreign Supplier Payments Accurately for Submission to Procurement Manager.
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Loading all Forex Payments on Standard Bank for Payment.
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Doing Payments on Orders that are Ready to Ship and Shipment has been Arranged
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Buying Forward Cover and Spot Rates on Standard Bank E-market Trader
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Research and Development of New Products
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Advising Directors on New Product Ranges from Current Suppliers as well as New Products from New Suppliers. This Process Includes Negotiations on pricing, MOQ and Lead time.
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Communication with Suppliers in Order to Assist our Graphics Design Department on the Design Process of New Products.
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Arranging Samples from Suppliers and Managing the Logistics of the Sample.

Manage the store’s daily operations and managing of staff
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Ultimately responsible for the financial success of the store. This means track information about profits and losses
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Making important decisions about pricing and marketing strategies
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Keeping track of daily receipts and day to day financials
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Creating schedules, ordering stock and processing of reports
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Keeping and maintaining the daily and monthly budget of the store
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Ensures availability of merchandise and services by approving contracts; maintaining inventories
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Marketing merchandise by studying advertising, sales promotion, and display plans; analysing operating and financial statements for profitability ratios
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Complete store administration and ensure compliance with policies and procedures
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Maintain outstanding store condition and visual merchandising standards
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Deal with all issues that arise from staff or customers (complaints, grievances etc)
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Keep abreast of market trends to determine the need for improvements in the store
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Making Decisions and Solving Problems - Analysing information and evaluating results to choose the best solution and solve problems.
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Product management, including ordering, receiving, price changes, handling damaged products, and returns
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Proposing and implementing promotions and specials
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Developing marketing strategies
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Preparation of quarterly estimated tax payments for the year
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Meeting with Bookkeeper for quarterly invoice processing
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Reviewing client list, and making sure all contact information is up-to-date
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Reviewing and updating of business and marketing plans
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Online Store development. This includes creating of banners, updating prices, processing online orders, online queries and upgrading

Key Functions:
1. Management of stock accuracy by means of coordination of daily cycle counts and inventory audits.
2. Presenting inventory correction journals to Procurement Manager after Reasons for discrepancies have been confirmed with substantial evidence.
3. Inspection and reporting on housekeeping issues of various warehouses, vehicle checks and toolbox inspections.
4. Monthly reporting on global stockholding on each warehouse.
5. Management of vehicle tracking devices, fuel cards and JHB premises permits and reporting on discrepancies and concerns identified. Key Performance Areas:
• Management of National Finished Goods Stock and Raw Materials Responsible to ensure stock counts are undertaken as per the pre-arranged schedule and are accurate. Investigation of discrepancies to verify them and find potential reasons.
• Miscellaneous Responsible for doing housekeeping checks on a weekly basis to ensure warehouses are clean and safe. Responsible for vehicle checks on JHB vans/trucks to be done twice a week and to ensure that over a period, all Zones / Vehicles / Drivers / Loaders are checked.
Responsible for investigating transfer discrepancies and to be corrected every day – with the various branches on a weekly rotation. Ensure mobile warehouses are checked twice in a 6-week cycle & co-ordinating with the sales manager so that checks are slotted into the merchandiser’s call cycles.
• Management of Administration Responsible for checking, verifying and filing all the Raw material’s issue slips. If there are queries on these – they are forwarded to the Operations Director to be resolved. Responsible for all journals relating to stock
• Management of W.I.P Stock Holdings Responsible to ensure that WIP stock counts are done on a monthly basis in the factory. Raw materials cost report to be drawn up and relevant calculation to be done to get the estimate stock value in the factory
• Branches Stock Audits Planning of branch visits every month. Branch visits consist of a full audit to ensure that procedures are followed and accuracy of stock holding
• Monthly Reporting W.I.P costing report. Average Company Stock Holding Report. Month end balances report. Journals Summary Report
• Trackmatic – Vehicle Tracking Book Installations / De-installations. Ensure Staff are Registered & Correct. Home Deco’s must be Marked. Ensure reports are being emailed.
• Stannic – Petrol Cards Petrol card usages to be monitored with the weekly reporting. Responsible for reporting any irregularities and petrol abuse to senior management. Responsible for ordering new cards, as well as cancelling cards.
• General Responsible for identify any irregularities in staff not following procedures regarding stock and to report these to Senior Management. Responsible to identify potential loop holes where stock theft could take place and to report these. Stannic Report:
• Retrieve Fleet Statement & Consolidated Cost Centre Summary
• Import Daily & Monthly Files
• Retrieve Voucher History Report For Oil
• Retrieve Vehicle Transaction Report For Fill-Ups Exceeding Tank Capacity
• Retrieve L/100KM Report
• Retrieve Monday, Friday, Saturday, Sunday Purchases Report
• Retrieve, compile & Investigate E-Toll Report

Key Performance Areas:
Inventory Management
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Oversee Inventory Control, Ensuring Accurate Stock Levels, Proper Documentation, and Regular Audits
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Implement Strategies to Optimize Stock Levels, Reduce Excess Inventory, and Prevent Stockouts.
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Track and Manage the Movement of Goods Into and Out of the Warehouse
Warehouse Operations
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Supervise daily warehouse operations to ensure smooth and efficient workflow
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Manage the Receiving, Storing, and Shipping of Goods.
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Ensure Proper Storage Methods are used to Protect Goods and Maximize Space Efficiency
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Designed and implemented a performance evaluation structure, where all staff are evaluated every month and assessed every 3rd month.
Staff Management
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Hire, Train, and Manage Warehouse Staff, including Warehouse Workers and Inventory Control Teams.
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Monitor and Assess Performance, Providing Feedback and Coaching when Needed
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Ensure Team Adherence to Safety Guidelines, Operational Procedures, and Quality Standards
Logistics and Distribution
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Coordinate with Sales Team to ensure the timely and accurate fulfilment of orders
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Plan and Optimize the Flow of Goods to Ensure on-time Delivery and Efficient Distribution.
Reporting and Analysis
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Prepare Regular reports on Inventory Levels, Stock Movements, Order Fulfilment, and Operational Performance.
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Analyse Operational Data to Identify Areas for Improvement and Cost-saving Opportunities
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Track Key Performance Indicators (KPIs) like Order Accuracy, Cycle times, and Delivery Performance.
Facility Maintenance
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Ensure the Warehouse Facility is Clean, Organized, and Well-maintained
Customer Satisfaction
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Ensure Products are Correctly Stored, Picked, and Packed to meet Customer Specifications
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Address and Resolve any Issues Related to Stock Discrepancies, Damaged goods, or Delayed Deliveries
Process Improvement
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Continuously Assess and Improve Warehouse Processes, Workflows, and Systems
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Implement Best Practices to Enhance Overall Efficiency, Accuracy, and Safety

• Controlled stock distribution, warehouse
planning, and audits
• Managed drivers and internal systems for
tracking and logistics

Effective and timeous response to telephonic requests
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Keep a call register of weekly calls to elected dealers, as prescribed by the branch manager or service manager
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Responsible for timeous completion of all IBT’s, using customer order as given by sales co-ordinator
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Responsible for ETA of spares, in turn service response to the customer
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Directly responsible for the issuing of all branch IBT’s
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Processing of quotes & purchase orders.
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Accurate receipting of stock, per inter branch transfer request Into Syspro using a goods received voucher
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Responsible for the monthly recon to be conducted on manual delivery notes vs invoices processed for the month
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Responsible for monthly cycle counts
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Implement improvement processes and systems to reduce inventory,
minimize costs and maximize working capital
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Responsible for audited stock counts and the accuracy thereof
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Responsible for the safe keeping of all the stock in the branch
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Comply with and enforce ISO14001 requirements within the warehouse areas
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Ensure staff are adequately performing their duties
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Generally responsible for the performance of the department as per the duties described in the company policy and procedures
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Responsible for the accurate spare parts inventory
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Placing orders for spares not on stock
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Responsible for preparing export documentation and orders for cross border clients
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Processing of warranty claims
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Continuous communication and follow up with customer regarding spares enquiry
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Handle customer complaints in accordance with company policy and procedure