Summary:

Manages, the physical receiving of all stock item, direct (non-stock item) Capital and both Factory and Agronomy input requirements. Ensures that the goods supplied match the quantities ordered and meet the quality standards required by the end user. Liaises with end users / relevant HOD’s for the verification of goods supplied. Ensures that foreign supplied goods have passed through the relevant Import processes before being offloaded. Further ensures that goods are accompanied by the correct documentation at the time of receiving and that the respective documents are forwarded to the Finance department for further processing. Ensures that incorrectly delivered goods are returned to the suppliers for resupply or credit prior to receipt of the goods. Ensure the efficient transfer of goods to the Stores Department in the case of stock purchases, or the relevant departments in the case of direct purchases.

Responsibilities:

• Manages the process of the physical receiving of both stock and non-stock items ordered by the Company.
• Manages the process of capturing receipts of both stock and non-stock items ordered by the Company on the Dynamic’s platform.
• Ensures that the correct processes are followed in respect of the importation of and receiving procedures for both local and foreign suppliers.
• Manages the offloading processes for the relevant goods ensuring verification of both quantity against order and quality against Company standards and end user preferences.
• Manages the physical offloading of both stock and non-stock items in the relevant areas for ease of transfer to other departments or for purposes of transfer into Stores stock. 
• Manages the process of offloading and storing of specific goods whilst the registration, assembly, commissioning and receipting of these is completed and the goods can be officially handed over to the respective recipients. (such as vehicles, motorcycles, processing equipment etc.). 
• In conjunction with the Clinic Inventory Manager, manages the process of receiving, storing and receiving of Clinic consumables and medicines. 
• Manages the process of returning non-conforming items to suppliers, both local and foreign, in return for re-supply or credit. 
• In the case of returning non-conforming goods to foreign suppliers, ensures that the relevant export documentation is completed in preparation for the return thereof.
• Manages the specific task of receiving and offloading fuel deliveries at the Factory ensuring that all internal and supplier owned policies and procedures are followed as are all EHS policies and procedures.
• Ensures that an offloading report is generated for all consignments received immediately after offloading and counting procedures are completed.  
• Ensures the processing of wrongly supplied goods to both local and foreign suppliers for return or credit. Manages the process of securing export documentation and arranging transport for goods to be returned to foreign suppliers. Similarly, manages safekeeping and subsequent return of wrongly supplied goods to local suppliers. 
• Responsible for resolving issues on offloading reports with suppliers on a delivery-by-delivery basis ensuring that all receipts and statements are reconciled monthly.
• Responsible for ensuring that invoices for all correctly delivered stock and non-stock goods are correctly receipted, reviewed, approved and submitted to the Finance department on a weekly basis and no later than by the end of the month in which the goods are received.
• Responsible for maintaining the open orders file and, in conjunction with the Buyers, following up with suppliers for delivery of all outstanding/incomplete orders.
• Responsible for coordinating collections of local orders by the Stores vehicle/Driver. This includes monitoring the vehicle usage and consumption as well as any overtime hours claimed by the Stores Driver.
• Ensures that all Company and corporate compliance and EHSQ policies and procedures are adhered to with respect to receiving and offloading procedures.
• Coordination between THE RECIVING AND FINANCE DEPARTMENTS
• Responsible for verifying the accuracy of Dynamics Orders against Goods Received Notes (GRN’s) / Invoices and relevant Import documents prior to authorization and submission to Finance Department for payment.
• Responsible for ensuring that all Customs clearance procedures are adhered to for imported goods, that the relevant documentation (Documento Unico – DU) is verified and corresponds with MLT orders / GRN’s and that this is included in the documents submitted to the Finance Department for final payment to Supplier. 
• Responsible for collating and verifying orders for fuel deliveries to the Tete Factory and various Agronomy areas with proof of delivery and Invoices for submission to the Finance Department for payment
• Responsible for collating and verifying orders for fertilizer deliveries to the various Agronomy areas with proof of delivery and Invoices for submission to the Finance Department for payment
• On an annual basis he will ensure that he and his department are integral in participating in the annual stock take covering 100% of all stock items. This includes the preparation, participation and completion activities associated with the exercise as requested by the Head of Finance
• HUMAN CAPITAL MANAGEMENT
• Ensures that all Department’s full complement of permanent and seasonal personnel are present for work. Reports on attendance and disciplinary discrepancies to HOD and HR Department
• Ensures overtime requests are submitted for approval ahead of planned overtime requirements
• Plans and maintains shift rosters on a continual basis.
• Monitors leave control throughout the year for final authorisation by the Head of department.
• Ensures that the correct use of PPE is adhered to by every employ in the department.
• Ensures that all equipment/tools necessary to carry out duties within the department are available to stores personnel and accounted for at all times
• QUALITY STANDARDS
• Ensures participation in training of all Stores personnel on procedural, EHS, as well as internal, ISO, SOX and other compliant related policies. Assists where necessary and reports substandard acts and non-compliance.
• On a biannual basis he will ensure that he participates in the departmental SOX review exercises
• Ensures active participation in any/all audits carried out on the Stores department by any SOX, ISO EHS or any other Internal and or external auditors as instructed. Ensures all/any corrective actions in the case nonconformities are rectified within specified time.
• ENVIRONMENT, HEALTH & SAFETY
• Checks that employees observe safety measures i.e. wearing of masks, safety belts, boots, and helmets where necessary and reports substandard acts and noncompliance.
• Ensures the area first aider and SHE representative are available and doing their duties accordingly.
• Checks availability of first aiders and first aid provisions.
• Ensures that regular SHE and Toolbox talks are carried out and an attendance register maintained.
• Reports all near misses and accidents in his area to the SHE coordinator.
• Identifies hazards in his area and reports to the SHE coordinator.
• Ensures that his subordinates are conversant with the emergency evacuation procedure.
• Ensures that safe working skills are taught where required and ensure any new employee is well versed on fire drill requirements, including evacuation procedure.
• Ensures that accidents are correctly investigated and reported and that corrective action is taken.
• RECEIVING REPORTS
• Monthly Outstanding order reports and progress on completion of the same.
• Responsible for producing the Offloading Reports on a delivery-by-delivery basis and forwarding these to all suppliers. 

QUALIFICATIONS

• ‘A’ level / Grade 12
• 3 years of experience in Stores Inventory and Receiving
• Computer literacy
• Stock and Inventory competencies
• Leadership
• Minimum supervision
• Attention to detail