Supply Chain Manager

• Devise ways to optimise inventory control procedures.
• Inspect the level of business supplies and raw material to identify shortages.
• Ensure product stock is adequate for all distribution channels and can cover direct demand form customers.
• Record daily deliveries and shipments to reconcile inventory.
• Use software to monitor demand and document characteristic of inventory.
• Place orders to replenish stock avoiding insufficiencies or excessive surplus.
• Analyse data to anticipate future needs.
• Evaluate suppliers to achieve cost-affective deals and maintain trust relationships.
• Collaborate with warehouse employee and other staff to ensure business goals are met.
• Report to upper management on stock levels, issues etc.
• Develop, lead and execute purchasing strategies.
• Track and report key functional metrics to reduce expenses and improve effectiveness.
• Craft negotiation strategies and close deals with optimal terms.
• Partner with stakeholders to ensure clear requirements documentation.
• Forecast price and market trends to identify changes of balance in buyer-supplier power.
• Perform cost and scenario analysis, and benchmarking.
• Assess, manage and mitigate risk.
• Seek and partner with reliable vendors and suppliers.
• Determine quantity and timing of deliveries.
• Monitor and forecast upcoming levels of demand.

The purpose of the position is to ensure effective purchasing and stock availability in all locations.
This department is important in assuring supply, moving product between distribution centers (DCs) within the constraints of neutral working capital and DC utilization. The function will cover local and international purchasing, for local and export markets.
The primary focus is assured supply and avoiding oversupply, while maintaining client inbound product standards, without compromising on assured supply to the market. The team plays a critical role in communicating with the relevant customer, supplier and DC counterparts.
The position reports to the Key Account Manager. The team is required to be in the office from 08:00 – 17:00 and occasional Saturday cover may be required.
The following vacancy exists for a dynamic Purchasing Administrator who will be responsible for:

Make certain of assured supply
Assume responsibility for assured supply of product within all regions
Ensure that Inter DCs are correctly calculated
Assist DCs with inbound management by managing and communicating receiving time slots at DCs Ensure documentation is submitted timeously to DCs for picking & loading
Ensure weekly plan for Inter DCs and special collections are communicated to MF & Operations with no last minute changes
Ensure feedback on action items is provided timeously to the Order Administration team

Strategic alignment of Inventory levels and Cash Flow requirements
Purchase according to a schedule and within DC capacity Ensure Netstock is used optimally
Forecast to ensure optimum stock levels during peak periods with minimal impact to DC capacity & purchasing accordingly Ensure that inventory levels are managed to the minimum levels over month end period without impacting on Assured Supply Manage assured supply to ensure that DC does not impact market
When impacting assured supply, notify Customer Support to implement contingency plan or letter of variance process Ensure input to Order Administration team is provided timeously

General
Ensure training requirements are communicated to management Live the Company values
Adhere to quality standards and policies
Adhere to all DQSP procedures
Adhere to Digistics policies and procedures

Pricing update
Agree & sign off product pricing with customer, at every price change interval
Manage & communicate price change process with IT, Finance & Ops at every price change interval
Manage the pricing account with the finance Department to ensure a positive balance
Manage and maintain the item master, ensuring correct items are available on customer web orders sites

Event Planning & Management (e.g. promotions, ops shakedowns, market tests & product cutting)
Obtain marketing calendar
Complete the promotions template in conjunction with the Customer
Have weekly meetings with customers & report on Promotions
Communicate plan with Operations with weekly update as to progress
Minimize stock write-off related to Event & communication of write-offs to the customer. Clear the inventory off-set account on a monthly basis.

• Procurement of mill spares for Malawi mill.
• Providing an efficient and professional purchasing service, whilst ensuring full compliance with the Group Procurement Policies and Procedures
• Receive, capture, and resolve procurement related enquiries.
• Regular liaison with suppliers and in country procurement offices.
• Control of the allocated procurement event from the receipt of the requisition to the delivery of the goods / services to the African based mill (Malawi).
• Calculate and provide a delivered quote against each requisition via a pro-forma invoice.
• Obtain the necessary authorisation prior to the placement of orders on approved suppliers.
• Continuous expediting of open orders together with the generation of reports for management and end user feedback.
• Accurate preparation of invoicing documentation to facilitate the export of the products / services purchased
• Accurate record keeping and administration
• Negotiation of prices and cost management for non-contracted items.
• Occasional travel to African based mill (Malawi)for review and planning meetings.
• Chairperson of the Health and Safety Committee for 2014 for Meadowdale Buying Office
• Product Movement - Assure supply product to the DC’s from Suppliers/Inter DC movement
• Purchasing - Follow a fixed purchasing schedule for centralised purchasing
• Order Placing - Place orders within leads times without impacting cash flow.
• Deliveries - Plan deliveries into DC’s without negatively impacting warehousing space and receiving constraints
• Reports - Submit daily, weekly and monthly reports, with regards to stock levels and supplier performance

Master Data:

• Create and maintenance of material and vendor master on system.

Materials Requirements Planning:

• Verifying validity of Tax Invoices for payment
• Processing of invoices for payment
• Identify and solving payment queries.
• Create and maintenance of material and vendor master on system.
• Daily running of material requirements planning run
• Evaluate exceptions and convert to purchase requisitions and eventually purchase orders through the order checks.

Expediting:

• Ensure the expediting of all outstanding purchase orders.
• Evaluate vendor delivery performance and report consistent non-conformance against contract stipulations to the Manager: Supply Chain.

Cycle Counts:

• Inventory accuracy to be maintained through regular cycle counts for all items kept in stock.
• Investigate differences to determine origin.
• Correct and take corrective action to avoid recurrence.

Consignment stock:

• Prepare and reconcile monthly consignment consumption reports with vendors and Accounts payable section.

Customer relations:

• Evaluate outstanding back-orders and take action either through expediting outstanding purchase orders for stock.
• Give feedback to end-users regarding updated availability date of their requirements.
• Update customer information records daily for new stock additions.

Information:

• Keep accurate records and filing of documentation.

Creditors Administrator:

• Reconciliation of Vendor accounts
• Assisting with vendor queries
• Liaising with Supply Chain regarding GR queries
• Payment of vendor accounts
• Update reports concerning payment of vendors
• Monitoring of Project costs
• Negotiating with vendors around prompt payments, Supply Chain Administrator / Buyer

• Verifying validity of Tax Invoices for payment
• Processing of invoices for payment
• Identify and solving payment queries
• Handling of big vendors accounts (Afrox; Barloworld, Shell, Caltex AEL etc.)
• Product Movement - Assure supply product to the DC’s from Suppliers/Inter DC movement
• Deliveries - Plan deliveries into DC’s without negatively impacting warehousing space and receiving constraints

• Handling of quotes
• Invoices
• Payments
• Safety risks 
• General day to day administration duties
• Salaries and daily issues

• Placing of orders, 
• Expediting of all orders, 
• Assisting with goods Receipt to Invoice Receipt queries
• Product Movement - Assure supply product to the DC’s from Suppliers/Inter DC movement

• Assisting with GR/IR queries
• Filing
• Expediting
• Paying of accounts via cheques
• Managing the transfer of employees salaries to various banks
• Creating Progress spreadsheets on Excel for Financial Manager

• Managing of cash on a daily basis. 
• Receiving deposits from clients. 
• Paying out cash to clients. 
• Issuing Bank cheques to clients.
• Balancing of cash on hand at end of day.