Procurement Officer and Warehouse controller

1 AREAS OF RESPONSIBILITY
Ensure all products are manufactured according to the manufacturing instructions.

2 RESPONSIBILITIES

The purchasing side:

The buyer must ensure that orders are placed adhering to the following:

a) All actives are purchased in accordance with Approved Suppliers list
as approved by Quality control.

b) All other components are purchased from Triton’s approved
suppliers list unless specified differently by the customer or
from the supplier with the best service, price and lead time record.

c) Proper material requirement planning.


3. The order must be completed/printed to include the following before
confirming the order number with the supplier.
- Suppliers name
- Suppliers Address and telephone numbers
- Date
- Order number
- Quantity
- Description
- Unit price
- Total price
- Total amount excluding vat
- Vat
- Total amount including vat
- Date required
- Appropriate approved signatures

4. Purchase order must be emailed to the supplier and kept on file by the buyer for expediting.

5. As soon as a delivery note is received on an order, the delivery note and
GRN gets receipted on the system on a daily basis, gets stamped received and
is attached to the order and given to accounts for payment. If order is not
complete, write on original what was received and make a copy of the
original order, to give to accounts and leave the original order in the file until
complete. Attach the invoice, POD, GRN on top of the signed order.

6. Constant negotiations with new and old suppliers must be under taken for
better prices.

7. If suppliers do not have stock another supplier must be found with the same
material spec’s, the lab must first approve material spec’s before purchase
order can be done. The original order can then be cancelled or reduced and
a new order can be raised for the other approved supplier.

8. No un-approved suppliers or products can be ordered for manufacturing.

9. The buyer needs to visit the supplier’s warehouses/factories at least twice a
year. This is to ensure good quality products and services all the time.

10. The buyer needs to liaison with suppliers if any products need to be sent
back or was rejected by QC.

11. Always try to get the best quality at the best price and at the right time.

Other duties

Assist the Inbound/Out bound Logistic Manager with any paperwork he may require.
Assist the Inbound/Outbound Logistics Manager where necessary with materials rejected by the lab to get the raw materials uplifted asap.
Ensure the Inbound/Outbound Logistics Manager is aware of all expected deliveries as well as any large deliveries to ensure space is made in the receiving area.
Ensure the Inbound/Outbound Logistics Manager is aware of any special storage conditions of certain raw materials before they arrive

Source new products, interview new suppliers and evaluate them for future use. Get samples and COA’s to give to the lab for comparison with current products. If they are happy they will give the go ahead to use that company’s products. Then a credit application must be filled in to open an account.

The buyer need to give the suppliers +- a 3 months forecast of all the products needed to prevent shortages. In order to do that a 90% correct forecast is needed from the marketing department and all 3rd party clients.

A frequent update need to be done to the prices on the system and suppliers lists due to frequent fluctuations in the Rand exchange rates.

Supplier’s contact details need to be kept up to date.

If a specific Raw material will not be in on time and production will be affected the buyer needs to relay this to the CEO , Operations Director and General Manager in time so that the necessary steps can be done to prevent production down time.

If any cash purchases needs to be done the buyer will first go to accounts to find out when they will be able to do the payment, then liaise with supplier with regard to delivery.

Attend production / Marketing meeting.

Ensure timeous release of raw materials

Ensure all BOM’s are correct and up to date and match the manufacturing document.

Assist with any functions on production software package

KEY DUTIES AND RESPONSABILITY: Warehouse controller

Organize all activities & assign jobs accordingly for staff
Ensure staff are trained on SOP's and that correct procedures are followed as per SOP.
Manage stock:
Storage
Retrieval and timely delivery of goods into pre staging area's and warehouse.
Transferring of stock
Accurate data recording onto palladium.
Planning, Organising and controlling of warehouse over all operations.
Constantly plan out all warehouse resources and activities in relation to company objectives and set targets.
Make plans to develop staffs of warehouse by internal /on-job training.
Follow up and control daily absenteeism.
Ensure that workplace's Health and safety requirements are met and take responsibility for security of the building and stock.
Maintain housekeeping of warehouse and surrounding area in accordance with cGMP.
Improvement & development of warehouse.
Promote constant motivation among Staff to strive for an effective warehouse administration.
Ensure all incoming stock discrepancies on deliveries from suppliers are dealt with
liaising with customers, suppliers and transport companies;


IJOB DESCRIPTION IWAREHOUSE MANAGER

Planning, coordinating and monitoring the receipt, order assembly and storage of materials.
Having a clear understanding of the company's policies and vision and how the warehouse contributes to these;
Responding to and dealing with customer communication by email and telephone;
Keeping stock control systems up to date and ensuring inventory accuracy;
Planning future capacity requirements;
Organising the recruitment and training of staff, as well as monitoring staff performance and progress;
Motivating, organising and encouraging teamwork within the workforce to ensure productivity targets are met or exceeded;
Producing regular reports and statistics on a daily, weekly and monthly basis;
Briefing team leaders on a daily basis;
Visiting customers to monitor the quality of materials we are receiving;
Maintaining standards of health and safety, hygiene and security in the work environment, for example, ensuring that stock such as chemicals and food are stored safely;