Job Description

Reporting to the Chief Operations and IT Officer
ONSITE
SA CITIZEN

PURPOSE OF POSITION
Responsible for managing and controlling the Supply Chain and Annuity Logistics Division, reporting to the Chief Operations and IT Officer. Key responsibilities include planning, forecasting, stock management, and ordering for all product lines, as well as managing shipments, orders, product costings, reporting, supplier relationships, and warehousing. The role also involves investigating variances related to the Supply Chain and Annuity for the finance department, managing parts, consumables, and other annuity streams from a product, sales, operational, and profitability perspective, and overseeing the support team and related functions.

KEY PERFORMANCE AREAS

• Purchasing, forecasting, shipping, and backorder maintenance
• Supplier liaison and relationship building for logistics, annuity, and support desk functions
• Inventory management, including stock control, stock aging, provisions, and stock write-offs
• Management of shipping and warehouse functions
• Management of agent accounts
• Management of weekly and monthly reports and KPIs
• Budget setting and management for annuity, supply chain, and warehousing
• Management of annuity product management and price list management
• Streamlining and managing operational functions for the annuity and support teams
• Oversight of franchise orders, invoicing, stock returns, and credit notes
• Warehouse management and ensuring processes and controls are followed
• Continuous efficiency improvement
• Staff and resource management and development
• DOA management
• Departmental JSE control management
• Department ISO management

DUTIES AND RESPONSIBILITIES

PURCHASING, FORECASTING, AND BACK-ORDER MAINTENANCE

• Manage the processing of international and local stock orders to suppliers through Athena, using partner portals for web-based orders.
• Ensure signatures are obtained as required by the clients DOA on purchase requisitions before placing orders.
• Place weekly sea freight shipments every Wednesday and airfreight shipments as needed.
• Use the clients stock management application to replenish stock and determine forecasts based on lead times, seasonality, and phase-in/phase-out processes.
• Track order statuses and report discrepancies/amendments to key staff.
• Maintain optimal stock levels to ensure adequate sales and stock-on-hand days.
• Control backorders, maintaining ETD/ETAs and providing accurate updates.

SUPPLIER LIAISON AND RELATIONSHIP BUILDING

• Communicate with suppliers regarding all business lines related to the Supply Chain and Annuity functions.
• Manage local and overseas orders and track the status of goods listed on purchase orders or placed via the direct-to-franchise purchasing menu on Athena.
• Inquire about stock availability, backorders, new products, and ETAs.

INVENTORY MANAGEMENT

• Communicate with Annuity and Marketing product managers.
• Coordinate with the Shipping Costing Controller regarding stock arrivals and container delivery sequences based on urgent requirements.
• Manage forecasting processes through meetings, stock movement reports, and data from Just Enough.
• Prepare and consolidate write-off reports for final approval.
• Regularly update on shipment irregularities, schedules, and delays.
• Ensure accuracy in goods in transit and all costings, and conduct investigations as needed.

MANAGEMENT OF SHIPPING AND WAREHOUSE FUNCTIONS

• Oversee shipping and warehousing functions and manage shipping staff.
• Manage warehouse operations and reporting.

MANAGEMENT OF AGENT ACCOUNTS

• Review reconciliations for all companies providing services.
• Verify applicable rates for invoiced amounts.
• Ensure proper documentation is in place for any discrepancies in charges.
• Conduct bi-annual rate comparisons and negotiate rates.

WEEKLY AND MONTHLY REPORTS AND KPIs

• Run daily PO exception and outstanding supplier reports, investigate inconsistencies, and correct data in the clients ERP application (Athena).
• Produce monthly overview reports of shipments and freight values by the first week of the new month.
• Report on relevant KPIs, provide detailed explanations for any unmet KPIs, and compile financial summaries for board reports.
• Report on various stock segments and manage necessary reports.

BUDGET SETTING AND MANAGEMENT

• Manage, set, and calculate budgets for Annuity, franchise Annuity, Supply Chain, and Warehousing.
• Report on Annuity Budget performance.

ANNUITY PRODUCT AND PRICE LIST MANAGEMENT

• Oversee Annuity Product Management and ensure correct loading onto Athena.
• Understand product types and their impact on Franchise Fees.
• Facilitate communication between Annuity and Product Marketing teams.
• Conduct quality assurance checks and ensure accurate pricing updates on Athena.
• Ensure bulk uploads are approved and signed off in line with DOA and JSE controls.

OPERATIONAL FUNCTION MANAGEMENT

• Explore opportunities to improve operational efficiencies and automate manual processes.
• Update and improve processes related to job descriptions and streamline functions and services.

FRANCHISE QUERIES, ORDERS, INVOICING, STOCK RETURNS, AND CREDIT NOTES

• Ensure processes and controls are followed.
• Manage support team performance for timely and accurate feedback.
• Oversee invoicing, stock returns, and credit notes in line with DOA.

PROCESS & STAFF MANAGEMENT

• Develop and improve processes to enhance internal and franchise functions.
• Ensure adherence to processes and controls.
• Focus on continuous efficiency improvements and staff development.

ISO MANAGEMENT

• Update ISO procedures and objectives for the department.