Job Description
To provide accurate and efficient administrative support to the Packaging and Ingredients stores, and specifically to the Stores Supervisor. The Stores Administrator has no direct reports but does work with a cross-functional group of people and is required to use influence and reasonableness to ensure the requirements of the job are fully delivered
Duties & Responsibilities
Data Management
- Invoice Verification: Daily verification of goods receipted on the system against invoices for accuracy. Confirm quantities received match the delivery note/invoice quantities. Ensure pricing on the invoice matches the system records. Verify that deliveries received on the security checklist match stock receipted on the system.
- Short Delivery Process: Scan delivery note to supplier, requesting credit for short-delivered items vs. invoiced quantity.
- On a weekly basis, record the physical versus actual returnable items, such as crates and pallets, in the system and promptly escalate any variances to the storeman and stores supervisor for resolution.
- QA and Blocked Stock Resolution: Collaborate with the Stores Supervisor, Material Requirements Planner and quality department, to resolve blocked stock issues, ensuring smooth inventory flow.
- Communicate all delivery/collection problems to the Stores Supervisor and where necessary, to the Materials Requirements Planner.
- Returns from production: Verify that all returned items are accounted for and updated in the inventory management system.
- Assist with monthly stock counts, ensuring accurate inventory levels and identifying any discrepancies or issues.
- NCR’s (non-conforming deliveries): Follow up with suppliers to assist with close out.
Audit Preparedness:
- Ensure the SHERQ (Safety, Health, Environment, Risk, and Quality) file is up-to-date.
- Verify that all machinery and equipment certifications (e.g., reacking, forklifts) are current and valid.
This involves:
- Regularly reviewing and updating SHERQ documentation.
- Tracking certification renewal dates for machinery and equipment.
- Maintaining accurate records of inspections, maintenance, and certifications.
Daily GMP (Good Manufacturing Practice) Observations
- Assist the Stores Supervisor to check stores compliance to establish procedures and company standards to effectively administer the physical product flow into and out of the store.
- Daily inspections of the wet and dry stores to conduct housekeeping checks in accordance with standard operating procedures.
- Observations of personnel practices, equipment, and processes.
- Identification of potential deviations from GMP standards, such as:
- Cleanliness and sanitation issues
- Labeling and packaging errors
- Damage to equipment or structure
- Material handling and storage procedures
- Document and file findings.
- Raise job cards where maintenance work is required.
Document Control:
- Filing and Record Keeping: Establish and maintain organized filing and record-keeping systems for efficient data management.
- Daily Stock Age Analysis: Analyze stock age reports to identify age risk and proactively report findings to the Material Requirements Planner and Stores Supervisor for resolution.
- Cycle Count Sheets: Generate and capture cycle count sheets for inventory management.
- Stock Count Sheets: Generate stock count sheets for accurate inventory tracking.
Effective Teamwork and Self-Management
- Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
- Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
- Manage colleagues expectations and communicate appropriately.
- Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
- During busy periods or when team members are on leave, assist storemen with capturing goods receipts documents and also assist the MRP planner by following up on supplier delievies.
KPI’s
- Compliance with policies and practices
- Accuracy of documentation and data
- Query / Error Resolution rate
- Stock on hand accuracy
Minimum Requirements
- Matric or Grade 12 or Equivalent qualifications to N4
- Minimum of 2-years’ experience in a similar environment
- Stock control principles and tools
- System skills (SAP)