Warehouse Supervisor at Alstom

Purpose of the Job:  

Efficient and effective management of all incoming shipments by ensuring that all items are received, stored, and distributed in an organized and timely manner to reduce cost, improve availability and develop best practices within the SC warehouse.  

Key responsibilities Summary include the following:

• Oversees and coordinate the accurate and timely receiving of stock and non-stock items by reviewing the SAP expected receipts reports and issuing receiving schedules to logistics clerks.
• Ensure that all physically received goods are captured in SAP within 24hours by matching SAP reports with the security log daily also direct and stores deliveries are done within 24hours by matching SAP reports with the security log daily.
• Ensure that block stock is captured into normal stock within 48hours by expediting the blocked stock report daily.
• Ensure that Quality Assurance clears all goods within 48hours by expediting the blocked stock report daily.
• Rectify delivery issues which could not be resolved successfully by the logisitcs clerk, with the relevant buyer and/or with the supplier before the goods can be physically received. (Incorrect PO #, quantity discrepancies, over and under on order, damaged goods, shortages, etc)
• Ensure that goods are scheduled to be collected from or returned to suppliers in accordance to transport arrangements and final decisions taken along with communication with the buyers and/or the suppliers.
• Conduct audits to ensure that the entire receiving cycle is complete with regards to Accounts Payable getting the required documents for 3-way matching verifying that all transactions on SAP match the security gate records daily, enforcing that purchase order numbers are maintained by suppliers on all delivery documents and take action on; keep records.
• Resolve GR/IR related queries with Accounts Payable immediately.
• Contribute to the optimal utilization of capital resources and equipment as well as improve the warehouse facilities.
• Implement cost reduction principles and initiatives in all aspects of warehouse functions, transactions and activities within management's defined framework for such projects.
• Recommend material master updates and improvements related to duplicate numbering, standardization, updating attributes, categorization, etc.
• Identify materials requiring adherence to special quality standards (external and in-house) and storage procedures, such as preservation methods and in-storage maintenance.

Storage, Transportation and Housekeeping

• Ensure that a high standard of housekeeping is maintained within all stores receiving and surrounding areas by addressing Safety Incidents of non-compliance, hazards identified, gross negligence and damage to property.
• Ensure compliance with safe storage and stacking procedures as well as legal and statutory regulations while stored, loading, off-loading or in transit areas.
• Setup and optimize layout and space management of all receiving areas.
• Ensure that items are transported in a safe manner to relevant storage locations/plants and that material safety data sheets (MSDS) are available when transporting hazardous materials.
• Take responsibility for the security of the building, stock, warehouse equipment and people.
• Ensure that all physical controls, such as that, gates are kept closed, access to storage areas are controlled and adhered to.
• Take accountability for physical controls and security at perimeter receiving areas.
• Ensuring that floors are swept; shelves and cages are clean, neat and well maintained; and that documentation is orderly stacked and filed.

Stock Taking

• Provide input to stock take planning and schedules and help drive the execution of the count plan to ensure accurate stock levels are maintained in SAP – housekeeping, bin verifications, consolidation ahead of count.
• Assist with periodic and annual stock takes as well as with the investigation, correction and motivation of stock variances.

Warehouse Equipment Maintenance

• Adhere to relevant vehicle and materials handling policies and procedures.
• Ensure that all warehouse equipment, storage structures and general facilities are well maintained.

Safety, Health and Environment

• Ensure that safety awareness is cultivated within the warehouse environment and ensure compliance with all relevant EHS policies, procedure and systems.
• Ensure that all team members are adequately trained with regard to the relevant EHS policies, procedure and systems and comply with them.
• Implement product and employee safety by ensuring that dangerous chemicals, flammable goods, expired stock, etc are segregated to prevent accidents – keep MSDS for materials.
• Ensure that all suppliers performing on-site deliveries comply with EHS policies, procedure and systems and take appropriate action if they do not comply.
• Ensure compliance with Gibela’s Golden Rules.
• Conduct EHS risk assessments, develop and implement mitigation plans and monitor progress.

People Supervision

• Plan, monitor and report on staff development.
• Organize, oversee, guide, measure and provide feedback on KPIs for subordinates relating to no. of transactions done, time & attendance, progress related to compliance to procedures, health and safety performance.
• Develop SOPs and plan and supervise multi-skilling and cross-functional activities.
• Ensure that all training and skills development records are kept up to date.
• Supervise, control and record time & attendance, leave, stand-by schedules and overtime of personnel.
• In conjunction with the Warehouse Manager, oversee the recruitment process for all vacancies in a timeous manner and ensure mechanisms are in place to retain talent.
• Provide input to ensure that organizational structures and job descriptions are kept updated and that sufficient succession planning is in place.
• Implement disciplinary action as required by management to rectify employee behavior and transgressions.

Policy, Processes, Systems and Reporting

• Adhere to relevant warehouse and inventory management policies, processes, procedures and reporting requirements.
• Ensure adequate receiving, delivery and return to supplier control system, standards and procedures are in place and adhered to.
• Ensure that all systems are updated in a timely manner and system maintenance activities are performed on a regular basis.
• Run daily, weekly and monthly reports and take appropriate action to ensure agreed performance and inventory optimization targets are met.
• Comply with relevant quality standards and procedures and do follow-ups, investigate and close-off open NCRs.  

Relationships

• Develop and maintain relationships within the Supply Chain function as well as with user departments and suppliers.
• Deliver on service delivery metrics and targets and monitor the quality of service being delivered.
• Ensure that queries are attended to and resolved in an efficient manner.

General  

• Work with the Logistics Clerks, other Team Leads, Management and other departmental heads to ensure the end-to-end effective and efficient functioning of the warehouse and comply with the performance management system.

• Provide regular feedback to the Warehouse & Inventory Manager regarding performance and potential issues; Implement safe cost reduction principles in all aspects of warehouse transactions and activities.
• Develop SOPs, plan and supervise multi-skilling and cross-functional activities to ensure team and business continuity.
• Assist with any ad hoc tasks, initiatives or projects related to the management and improvement of inventory as well as the overall Supply Chain and perform any other duties as may be deemed necessary by SC line management.

Requirements:

• Grade 12,
•  3 years National Diploma/ Degree in logistics and/or materials management or related qualification
• 5 years’ experience in the Warehouse environment at a supervisory level
• Code 8 drivers and Forklift MHE licenses will be advantageous.
• Membership of relevant professional body e.g., SAPICS, CIPS will be  advantageous