Warehouse and Distribution Manager - Grain Field Chickens at VKB Group

Job Description

• To manage the processes, teams and resources accountable for accurate warehousing, stock management and on-time and in-full delivery of stock, contributing to operational effectiveness, client / customer satisfaction, reduced risk, profitability and compliance to relevant policies and regulatory requirements.

Requirements

• Grade 12 / NQF 4 Equivalent.
• Logistics/ SCM Diploma or Degree.
• Min 5 - 8 Years Logistics & Warehousing experience within a Poultry Abattoir/ FMCG.
• Strong knowledge of Food Safety Policies.
• Experience in ERP/ Warehouse Management systems.
• Profit and Loss management experience including budgeting in department.
• Medium/ Large business logistics operations experience.
• A willingness to work overtime, shifts and weekends when required.

Duties and Responsibilities

• Plan, manage and evaluate all logistics operations.
• Manage, motivate and control all the staff working in your section on a daily basis.
• Ensure that staff is wearing the correct PPE as per company policy.
• Ensure that line supervisors adhere to instructions and perform their duties as per their job descriptions.
• Co-ordinate and handle the dispatch of goods.
• Achieve tasks set out in pre-plan meetings on external breakbulk shipments.
• Control and ensure adherence to all systems and processes.
• Manage all SOPs and Work Instructions for all warehouse activities in line with SHERQ Department requirements.
• Ensure stock pallets are stored correctly according to company standards.
• Ensure warehouse layout is optimized through correct placing of finished goods & work in progress.
• Ensure products are picked up and dispatched correctly and that delivery times are achieved.
• Ensure that HORTL is running cost effective, customer service and correct deliveries are achieved.
• Ensure the sorting of picking slips into routes and ensure that all deliveries can be made with the available trucks, if there is a problem report to the Abattoir Manager.
• Ensure the timely loading of vehicles according to planned routes.
• Ensure that all goods are double checked for deviations from quality standards before loading.
• Double check weight of products before loading.
• Manage the dispatch of late and in between orders.
• Handle and resolve customer enquiries about deliveries.
• Liaise with internal staff and managers, suppliers, logistics providers, transport companies and customers.
• Check to see that the trucks are back in the yard in time to be loaded, report to the Abattoir Manager if there are any problems.
• Communicate with staff regarding which trucks to load first and get invoices and sort accordingly.
• Make sure that there is staff to help load and start loading trucks until others are able to take over.
• Manage the documentation and allocation of all products returned from customers.
• Take all measures possible to prevent stock losses or theft of company property.
• Manage and ensure that all stock produced is collected and sorted into the different routes in the Dispatch freezer.
• Co-ordinate and manage the receiving of goods plus storage of raw materials being delivered.
• Ensure the correct documentation of all goods received.
• Ensure that the weights and quantities of all goods received are checked and documented.
• Ensure the immediate labelling of all products received for traceability purposes.
• Manage the receiving of late and in between deliveries from suppliers.

Quality / Food Safety and Health & Safety

• Manage, maintain and enforce food safety procedures and requirements.
• Manage, maintain and enforce quality policies, procedures and requirements.
• Manage, maintain and enforce health and safety legal requirements plus company procedure.
• Ensure that all food safety and quality documents are completed timeously and handed to the SHEQ Dept.

Vehicles

• Check and inspect all trucks for damage, cleanliness, general maintenance and refrigeration.
• Ensure that drivers do not idle any vehicle unnecessarily for long periods while on the premises.
• Check that trip sheets are completed daily for own vehicle/s.
• Check that all necessary equipment is available i.e., spare wheel, jack and emergency triangle for own vehicle/s.
• Ensure that all Dispatch equipment and vehicles are serviced within specified schedules.
• Ensure that all applicable licenses are renewed prior to expiry.
• Ensure that all service records for all Dispatch equipment/ vehicles are completed / filed.
• Ensure that a diesel log is kept for each equipment/ vehicle.
• Monitor vehicle movement on a continuous basis during the day and address deviations.
• Make sure that all drivers have valid PDP licenses and are renewed annually prior to expiry.
• Keep all trucks and drivers’ documentation on file.

Cost

• Monitor costs by analysing cost allocations, identifying discrepancies and implementing cost saving strategies.

Range: The major costs include, but are not limited to:

• Wages and overtime.
• Material Handling Equipment utilization.
• Repairs and Maintenance.
• Operating costs.
• Analyse and report on monthly financial accounts.
• Compile annual budgets in conjunction with Line Reports and other HODs and present them to the Abattoir Manager.
• Put strategies in place to ensure growth in area of responsibility.

General

• Conduct WMS variance analysis, investigate variances and prepare variance reporting/evidence as well as counter measures to be via the QMS.
• Evaluate and analyse returns to highlight deficiencies/deviations affecting the Warehouse operations and include this in the monthly report.
• Ensure that the cargo is always protected in the warehouse through means of safe stacking, correct equipment, relevant packaging resources and competent operators.
• Ensure continuous client communication and feedback.

Range: Communication and feedback include, but is not limited to:

• Daily, weekly, monthly & quarterly reports.
• Sales meetings with client representatives.
• Review meetings.
• Forecast meetings.
• Client satisfaction questionnaires at different levels.
• Handle customer complaints related to the Dispatch Dept.
• Attend weekly management meeting with Abattoir Manager, section managers and supervisors.
• Identify and resolve problems concerning transportation, logistics systems, imports or exports or customer issues.
• Implement and maintain best practice logistics principles, policies and procedures to improve operational and financial performance.
• Ensure that all expenses are documented and keep track of budget limits.
• Negotiate rates and contracts with transportation and logistics providers.
• Review impact of logistics changes, such as routing, shipping modes, product volumes or carriers and report results to senior management.
• Support continuous improvement initiatives and identify inefficiencies and cost optimization opportunities.
• Identify and resolve any inventory discrepancies and ensure inventory and system records are in agreement.

Housekeeping

• Ensure that the Dispatch area, Dispatch freezer and yard areas are clean, neat and tidy at all times.
• Do the cleaning sign off daily, to agree that the cleaning was done properly.
• Ensure that the Dispatch area, Dispatch freezer and yard areas are left in a neat condition at the end of every working day.
• No stock is allowed to stand on the floor or left in the Dispatch area after hours, it must be sorted and packed in the fridges.

Critical Limit

• All stock must be dispatched on time.
• Ensure that there is no wastage or damage when dispatching the products.
• Ensure that there are no stock shortages when dispatching orders and report shortages to the Abattoir Manager.
• Ensure that collections are handled as fast as possible.
• No stock to be dispatched without correct paperwork in place.
• All customer queries on delivery times need to be handled as fast and professionally as possible.

Other

• Any other duties as may be required by management.

Skills required

• Computer literate (Advanced Microsoft Office, incl. Advanced Excel).
• Commercial awareness and proven ability in the customer services environment at a management level.
• Excellent knowledge of running warehouses and managing a high level of stock rotation.
• Good Financial, mathematical and analytical skills set.
• Excellent knowledge of handling dry bulk, breakbulk and pelletized goods required.
• Management of developing and maintaining and increasing profitability of the warehouse.
• Be self-motivated, enthusiastic, and trustworthy.