Admin Clerk

6 months ago

Germiston, South Africa PepsiCo Full time

**Responsibilities**:

- The Admin Clerk will be responsible to Control, Analyse and Report on expenditure for the facility.
- Manage invoicing and payments in respect of contracted third party service providers and Suppliers and Ensure Supplier statements are up to date and that payments are made within their agreed payment terms.
- To review Administrative systems and procedures relating to Warehouse and Distribution to optimise and drive productivity. Ensure the site meets all COSO requirements and effectively test Key Controls on a regular basis.
- Responsible for all admin reporting.
- Responsible to Manage 3rd party vendors on site i.e. CHEP & Cleaning providers.
- Continuously review Administrative systems and procedures relating to Warehouse and Distribution to optimise and drive productivity.
- Control expenditure daily for the functions and authorise it within defined limits - aligned with the site lead.
- Analyse and Report on expenditure against set AOP on a monthly basis.
- As Key Control owner, ensure 100% compliance to Company Policy and procedure for the purpose of COSO testing.
- Provide, monitor and adapt KPI’s to address operational and Performance requirements within the function as and when required.
- Provide monthly dashboard to Leadership team on performance against KPI’s & Productivity commitments.
- Provide functional support within SPL as and when required.
- Responsible to ensure that all Company assets are adequately controlled by way of complete and up to date Fixed Asset Registers verified bi-annually prior financial year end.
- Plan, set and manage staff performance objectives through performance discussions with all staff to improve and/or maintain individual staff performance.
- Compile and execute individual staff development and overall staff bench plans to improve team capability and ensure continuity in conjunction with HR.
- Highlight all possible financial risks to business operations timeously and assist with the formulation of corrective action plans
- Ensure all processes are mapped, documented and comply to the SDCA principles. All processes to be reviewed and PIs updated every 6 months.

**Cost**:

- Ensure Claims reduction targets are met.
- Compile and manage the AOP process and LE updates weekly.
- Ensure CHEP documentation is always scanned and checked.
- Manage overtime of the team.
- Manage absenteeism < 2%.
- Ensure no outstanding PODs (Proof of Delivery) or Credit Notes (CNs) - no POD write offs. All PODs/CNs to be processed and scanned within 7 days of despatch.

**Service**:

- Ensure all PIs agreed in the daily scorecard is tracked and deviations managed through root cause analysis and actions.
- Ensure claims management and engagement with customers/AR team is done within timelines and in a professional manner.
- AR Claims to be managed weekly with commentary to resolve.
- Ensure Qliksense is updated daily and the claims threshold is maintained.

**Quality**:

- Ensure basic housekeeping and 5S principles are adhered to in the office environment with clear physical flow of PODs and tracking of where every POD in “process” is. Ensure all PIs on compliance is completed daily.
- Ensure 100% adherence to Health and Safety policies.
- Ensure on time submission of Key Control quarterly feedback and sample results.

**People**:

- Managing staff performance and take corrective action.
- Identify training needs for office staff.
- Ensure sound management policies and practices are in place and adhered to.
- Ensure disciplinary action is taken where recurring deviations to standards are found.

Qualifications:

- Good communication and inter-personal skills.
- Extremely high organization skills and ability to multi-task/prioritize
- Strong sense of urgency and ability to meet deadlines.
- Ability to carry out procedures quickly and efficiently.
- Ability to manage a team of warehouse personnel.
- Grade 12/Matric/Senior Certificate minimum.
- Diploma in Warehouse Management or Logistics.
- Code 10 Licence (advantage).
- Fleet control knowledge an advantage.
- Minimum 5 years experience in a warehouse & distribution environment + Warehousing diploma or degree

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