Supervisor, Administration, Solutions

1 week ago

Kempton Park, South Africa DSV Full time

**DSV - Global transport and logistics**

Location: Kempton Park
Job Posting Title: Supervisor, Administration, Solutions
Time Type: Full Time

**MAIN PURPOSE OF THE ROLE**

This role is to effectively manage all operational purchases, costs, invoices, timesheets, debtors and assets including all administrative processes.
This role will manage a team of +/- 4 and report to the Admin Manager.

**Tertiary Qualification(s)**
Matric

Financial Management Diploma/ Degree

**Additional Computer Skills**

Webcost
SAP
ICS

**Job-related Requirements**

Commercial & financial: Sound financial acumen and experience in adherence to budget, contract management and service level agreements (2 years);
People management skills including leadership, performance management, people motivation and people development (minimum 1 year experience);
Communication & conflict management skills to successfully deal with all levels, age groups and cultures of people - both internal and external (at least 1 year);
Supporting and Co-operating including working well with people and adhering to principles and values
Organising and Executing which includes planning, organising, delivering results & adhering to processes & procedures

Own vehicle
Driver’s License
Flexibility to work after hours and extended hours

**ADDED ADVANTAGES FOR THIS ROLE**

Analytical & problem-solving skills

**Duties and Responsibilities**:
Daily department specific duties:
Purchasing compliance
- Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed packing lists;
- Distributions of stationary/ hardware/ packaging materials, etc., to Ops
- Control & distribution of PPE
- Quarterly supplier appraisals

Timesheet/ Labour Invoices

Timeous submission of timesheets to Labour Broker / Payroll

Ensure weekly invoices are received from Labour Broker on time

If not received, follow up with Labour Broker & escalate to Admin Manager where necessary

Raise all anomalies raised by administrator with Branch Manager / Labour Broker

Get sign off from Branch Managers

Asset Procurement

Monthly review of asset register. Verify/sign off on all new assets loaded monthly

Conduct quarterly audits

Report back to Admin Manager on asset audit findings and status

Invoicing

Update invoicing schedule’s on ICS monthly

Raise invoices on time and first time right

Ensure all supporting documentation uploaded on Debtors Invoicing System

Ensure all invoices submitted on Debtors Invoicing System (as per schedule)

Update Invoicing system with SAP invoice numbers

Webcost

Review all coding and ensure first time right

Adhere to webcost timelines

Review Webquery report weekly and action queries

Raise Webqueries timeously where necessary

Follow up on credit notes / invoices etc from suppliers

Escalate any supplier concerns to Admin manager

Proof of Deliveries

Capturing of PoD's
Proper filing of PoD's in sequential order for audit purposes
PoD register to be kept
Continuous follow up on query PoDs's e.g unsigned PoDs/ missing PoDs

Reports on outstanding PoDs to be sent daily to all related parties. i.e DSV Distribution branches, Branch and Ops managers
PoD submission to external auditors

DSO Management
Review DSO Report and follow up on outstanding balances
Build a relationship with relevant client’s accounts payable
Give feedback to Admin Manager on progress

Financial Reporting/Analysis
Ensure all financial reports are reviewed, investigated and signed off by the branch manager
Report all anomolies to Admin Manager
Respond to P&L queries timeously and investigate where necessary
Review P&Ls and submit journals to Shared Services
Review P&L’s with branch manager monthly on workday 5
Prepare SKF reporting and ensure sign off is done by branch manager monthly
Collate & present monthly financial performance report on operations
Liaise with Branch Manager on Manning, Equipment & other high costs monthly

KPI Reporting
Confirm with branch manager what the SLA KPI's are
Ensure these are managed at branch level
Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager

People Management
Build a stable team within 4 months of taking on role
Ensure job profiles and performance planning docs are in place for all roles
Skills gap analysis to be completed on all and training plans in place
Maintain all absence & leave records daily / per incident.
Action and communicate all known transgressions to Admin Manager.
Conduct performance reviews with subordinates as per requirement

Branch Support
Support Branch Managers with all finance and administrative requirements

**Other duties**

Analytical & problem-solving skills

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