Supply Chain

7 months ago

Stellenbosch, South Africa Headspace Global Full time

**Supply Chain Administrator**

**Department: Supply Chain**

**Main Purpose of the Job**:
The Supply Chain Administrator plays a crucial role in supporting the Logistics, Procurement, and Operations functions within the Supply Chain department. Their primary responsibility is to organize and coordinate all logístical operations and procedures, ensuring overall organizational effectiveness and efficiency.

**Requirements**:

- ** Logistics or Related Diploma / Certificate Essential**:

- ** 2-3 years in Administrative role essential**:

- ** 2-3 years exports of perishable Cargo Experience Essential**:

- ** 2-3 years FMCG knowledge desirable**:

- ** Fruit Industry Experience desirable**

**Key Performance Areas (KPAs) and Indicators**:

- **Logistics, Procurement & Operations**:

- **General Duties**:

- Consign fruit daily using the internal operating system.
- Align packaging specifications and brands with the correct customers for optimal sales pricing.
- Identify and escalate operational challenges related to the internal export system (BEX).
- Review and confirm Draft Waybills’ accuracy.
- Update and distribute weekly grower forecasts.
- Assist the Procurement division by issuing pack instructions to growers and packhouses.
- Handle customer API updates for consignments.
- Address grower API errors in collaboration with the IT team.
- Ensure accurate incoterms linkage to consignments.
- Update and distribute Consignee and Notify Party details.
- **Organic Certificates**:

- Stay informed about changes in Organic Certifying body regulations.
- Conduct an Organic Certificate reconciliation at the end of the season.
- **Tracking Report**:

- Track and trace shipments, communicating any errors or delays.
- Update consignments with correct arrival dates on BEX based on tracking reports.
- **Administration**:

- Maintain server files and documentation throughout the season.
- Record air and sea freight documentation (e.g., Export documentation, Organic Certificates).
- File insurance declaration lists and organic certificate lists (active and cancelled).
- Assist with grower and customer queries.
- Review and update protocols and grower training manuals.
- Facilitate pre-season system training for new and existing growers.
- Collaborate closely with the Operations Team on load plans, equipment details, and brand changes.
- Assist the Costing Accountant with transport invoice allocations.
- Set up pre-season systems (e.g., airline routings, brand linking).
- **Non-RSA Supply Documentation**:

- Save export documents received from forwarders on the server (Import Documents).
- Verify information captured on import documents (invoices, CD1 documents, Road Consignments, Delivery Notes).
- Create consignments based on allocations/load plans.
- Distribute manual export invoices to relevant parties.
- Extract BEX sea freight export documents, attach Import Documents, and send to freight forwarders.

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