Procurement & Stores Manager (Cape Town)

2 months ago

Cape Town, South Africa Newrest Full time

Must be able to effectively manage the buying, stores and receiving staff
- Must have aggressive contribution to cost reduction through optimised inventory level management
- Must liaise/co-ordinate actions with fellow Procurement Managers in the Newrest network.
- Participate in regular stock takes, and further ensure the accuracy of the stock takes
- Always ensure stock levels are adhered to, to avoid stock shortages
- Must ensure that all purchase orders are signed/approved before orders are placed
- Liaising between suppliers, manufacturers, relevant internal departments and customers to ensure effective communication regarding Procurement related matters e.g. Substitutes, etc.
- Must be able to travel when required to other Newrest Units.
- Ensure that supplier and purchase KPI’s are regularly kept updated.

**Stores**
- Provide necessary information every 10 days to generate accurate food cost figures.
- Manage and organise inventory by using FIFI/FEFO register.
- Regularly surveys the stores for leakages, damage, pest infestation and hygiene and reports such to the Unit Manager.
- Monitors the use of storage space and advises where stock can be compressed repositioned to make better use of the space available.
- Ensure that the bin card system is effectively managed.
- Ensure that all non-conform item are put separately from the other items - in the non-conform products area.
- Ensure security by making sure all stores are locked at all time after issuing in the morning and make sure the access to the stores is restricted to authorized persons.
- Ensure all Supply Orders are generated from Winrest every day for each workshop.
- Liaise with production to generated Output Form from the revisited Supply Orders every day.
- Ensure all storemen and stores supervisors are trained on the stock issuing process with the tablet.
- Ensure all stock issued has previously been recorded onto on output form.
- Ensure all stock is issued with the tablet. And quantity and expiry date are recorded for all items.
- Ensure all stock counts are done with the tablets.

**Receiving**
- Monitor the counting, weighing or measurement of incoming shipments in order to verify information against invoices, orders, and other records.
- Monitor that goods are rejected if the criteria is not met.
- Monitor the processing of credit notes generated for rejected goods.
- Monitor that Receiving Clerks perform the delivery vehicle checks (i.e. that the vehicles are at the required temperatures and in a clean state) and reports any inconsistencies to the Unit Manager and National Purchasing Manager
- Ensure that all administration work for receiving, is up to date and provided to Finance for billing purposes
- Responsible for monitoring the returns process and finalizing all credit notes
- Validate Receipt Notes according to required procedures
- Investigate and resolve situations where items received are not properly documented in the daily receipt log
- Monitor that goods are dispatched timeously once received, to the correct stores for the required
- Monitor all short or non-deliveries noted on the white board, so that it is flagged to all necessary persons for action.
- Ensure only Bluetooth thermometers is used by receiving staff as per QHSE procedures and report to Operational Excellence Manager and QHSE Manager any breakdown of the devices.
- Ensure all PO received in several batches are “partially” received on Winrest to allow receiving staff to reuse the same PO to receive the rest of the delivery later.

**Buying**
- Validate POs generated prior to final communication with supplier
- Ensure that POs are validated in accordance with operational budgets determined
- by the Unit Manager
- Monitor that all PO are created and validated on Winrest before delivery.
- Monitor that PO are generated from Supply Orders when possible (main suppliers and prices must be updated)

**Winrest**
- Monitor all purchasing related KPIs on the Winrest Dashboard:

- Bluetooth Usage for Receipt Notes
- Mobile Usage for Inventories - Output Forms - Receipt Notes
- Purchase Book - Warehouse
- Ensure all POs, RNs and OFs are validated within the agreed timelines

**General**
- Any other reasonable task that may be required by management

**Qualifications**
- Grade 12
- Diploma in Information Technology
- Proficient in Microsoft Office

**Experience**
- Minimum 3-years solid experience in managing Stores and Procurement (preferably in the food or catering industry)
- Experience working with an ERP System

**Skills**
- Communication & Organization
- Problem solving
- Presentation skills

**Competencies**
- Technical skills
- Attention to detail

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