Inbound Grain Supply Coordinator (FTC) at RCL Foods

Job Description    

• Our Talent Team is looking for someone who is a logical thinker and proactive to fill the role of Inbound Grain Supply Coordinator (FTC) with great adaptable skills to join our Groceries Division.
• The role will report into the Raw Material Planner and will be based in Randfontein.
• This position exists to support the intake of commodities & bulk raw materials needed for production. This must be effectively carried out with minimised disruption to production. Manage the sales of bulk oil, oil cake, by products & waste products and coordinate the loading out process and Initiate and manage the vendor application & vendor maintenance process for the Grocery Division.

Minimum Requirements    

• Matric.
• A Diploma in Supply Chain (Logistics) and/o Finance or equivalent (or ideally studying towards).
• 3+ years’ experience in administration function role such as in Finance and/or Logistics.

Duties & Responsibilities    
Incoming Raw Materials & Commodities planning

• Analyse daily weigh bridge tickets, which indicates total raw materials and/or commodities received the previous day, against the daily POP transaction list provided by the data analyst
• Confirm that PO numbers, TPT numbers and GRN numbers on weigh bridge ticket matches information provided on POP transaction list
• Analyse documents to identify any inconsistencies, weight deviations and weighbridge allocation accuracy
• Submit relevant weigh bridge tickets to Supply Chain Department
• Submit relevant weigh bridge tickets to Yields Department
• Submit weigh bridge tickets to creditors for processing of payment to suppliers
• Submit weigh bridge tickets copies to relevant suppliers daily for invoicing as stipulated in the supplier contracts
• Confirm with QA team if commodity and/or bulk raw material loads/deliveries are within specification, if so, approve receipt/offloading. If not within specification, communicate rejection to supplier for load to be taken away
• Create sales orders and sales agreements for rejected peanuts, create loading numbers, communicate to the relevant supplier/s & arrange for upliftment.
• Manage Tallow & Dripping stock levels for Pet Food plants. Liaise with plants daily and schedule deliveries according to requirements. 
• Conduct problem solving for reoccurring queries and implement preventative actions
• Provide weekly summary of products received and products outstanding against the relevant contracts to Procurement Management (Stock forecast report).
• Ensure current forecast figures are used on stock forecast report for accurate forward view
• Manage storage space aligned with delivery schedule daily, adjust and re-plan as and when needed to maintain space
• Communicate rejections on bulk raw materials to supplier. Create sales orders and sales agreements for rejected bulk raw materials, create loading numbers, communicate to the relevant supplier/s & arrange for upliftment

Bulk Order & Other Sales

• Create sales contracts & loading numbers on the system for bulk oil, oil cake, by products & waste products & communicate to relevant customer via email. Do relevant planning and communicate planning to all stakeholders.
• Coordinate customer collection / deliveries and book tankers where applicable
• Conduct the sourcing of transport and obtain transport pricing where applicable
• Ensure that the relevant product is dispatched when delivery / collection to the customer is scheduled – manage bookings and ensure loading documents and control forms are printed
• Send weigh bridge tickets copies to customers
• Update oil cake planning schedule with oil cake contracts secured as communicated by Procurement Management and by monitoring crushing & space available daily
• Ensure new customer applications are initiated and followed through as and when required
• Ensure monthly sales agreements are signed off by all customers and signed copies are filed for record keeping purposes
• Ensure annual legal agreements are signed foo by all customers and signed copies are filed for record keeping purposes
• Coordinate the completion of customer credit applications, track progress on Quanta5, be the liaison between credit department and customer. Continuously follow up.

Contracts & Purchase orders

• Compile contracts for relevant commodities & raw materials as per instruction from Procurement Management & update contracts register once contract has been signed by both parties.
• Ensure that contracts get signed by both parties before any purchase orders gets created and provided to the relevant supplier.
• Once contracts are approved and signed off by both parties, create pricing workflows on the system and submit for approval, create & link purchase orders on system.
• Create TPT numbers for relevant purchase orders on system & communicate to relevant supplier via email for booking of transport and scheduling of deliveries. Scheduling of deliveries will be confirmed by the Raw Materials Planner
• Ensure all signed contracts are filed for record keeping purposes
• Create monthly purchase orders & TPT numbers for raw materials such as tallow & dripping and communicate to relevant supplier via email for the booking of transport & scheduling of deliveries.
• Purchase orders, planning & logistics of eggs as and when requested from the plant
• Create purchase orders on system for transport or any other additional charges for the department on request
• Manage system maintenance by communicating the closing of purchase orders and sales order to Master Data on a weekly basis

Other

• Preparing and processing of daily silo readings & stock sheet update & circulate to all relevant stakeholders
• Ensure current forecast figures are used on the Commodity stock sheet for days cover calculations
• Weekend & month end loading communication to all relevant stakeholder
• Upload pricing into System once workflows are approved
• Update and coordinate Tallow and Dripping deliveries daily in line with planned usage and tank capacities
• Coordinate the completion of SQA forms (including sample testing and NPD input) for all Commodity Procurement suppliers, create MOC’s on SHEQX system to finalise the process and ensure all relevant parties approve the MOC. Update SQA register at all times.