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

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)

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