Branch Supervisor

Job Description

PRIMARY RESPONSIBILITIES

To oversee responsibilities of the day to day running of the branch, oversee staff and communication with clients, as instructed by the Operations Manager of the Natural Resources, Agricultural, Trade team. To effectively and efficiently perform the required functions of the division, particularly in relation to supervisory / management of the branch, liaising with customer’s, ensuring smooth running of daily operations, health and safety and activities of the branch. Co-ordination, co-operation and reporting to Operations Manager. Responsible for cost control of branch and adherence to instructions from reporting line manager

SPECIFIC RESPONSIBILITIES

Oversee and ensure the smooth daily operation of all activities of the branch. Supervise / manage the day-to-day operation and requirements of the branch, in relation to electricity, water, rent, maintenance, parking, etc related to NR Agri Trade operations. Ensuring costs splits for the different divisions are correct, for all related costs / invoices. Supervise / manage all the NR Agri Trade team, staff, with co-ordination with the Operations Supervisor and Senior Inspectors. Managing all client complaints and ensuring all complaints are efficiently recorded and closed off, as soon as possible. Checking and approving of invoices and 1st approver for purchase orders based on approved quotes. Approving of certificates if / when required. Approve quotes for testing or other services, related to the inspections or the branch. Responsible for overseeing agricultural operations (along with operations, supervisor and senior inspector), that may be required in Port Elizabeth and Namibia. Check and issue quotes. Generate and issue quotes for any new task or clients. Send updated quotes on an annual basis, to all clients overseen from Cape Town. Regular client communication with clients / customers. Regular updates on changes, delays, etc. Co-ordination with the local and international laboratories, to ensure quick turn around time of results for clients. Attend to client visits for all fish, fish meal, fish oil, feed and grain clients across the Cape Town region on a regular basis (this may be with operation manager from time to time, or as instructed) Oversee the quality standards (GAFTA/ FOSFA) requirements are met by the branch. Oversee the invoicing, purchase order and IDN spread sheets are updated, on a daily basis by the administrators. Oversee the required consumables for the branch operation and inspection operations are ordered on a regular basis or as and when required, whilst adhering to the procurement policy of SGS. Control of staff leave, expenses and overtime. Oversee that all related documents are well controlled (personal files, staff training, health and safety awareness, any other training records (both manual and electronic) and job files, etc) Review and sign off all new jobs with operations supervisor, ensuring all limitations and scope is clearly communicated to the client, along with rates, to the client. Ensure all jobs and timeously invoiced each month. Perform random file reviews. All hours, dates, travel, accommodation costs, overtime, etc to be documented in each job order file to be reviewed. Ensure all Health, Safety and Environmental requirements are adhered to / met. (staff training, awareness registers signed by all staff and records maintained and available upon request, etc) Ensure a safe working environment for staff, is maintained. appointee for the branch, as requirement for the position.. Weekly highlights and monthly comments for the business, to operations manager. Ensure prompt and accurate reporting of incidents / complains / claims to management. Oversee the maintenance of sample storeroom and ensuring it is kept in a good and clean state by all staff. Oversee the maintenance and usage of company vehicles. Overseeing that all staff have the necessary safety wear and new safety wear ordered when required. Approve or reject staff leave where applicable. Control and of all petty cash usage allocated for the branch and ensure card holder, adheres to the petty cash policy. Oversee that staff submit overtime hours on weekly basis, casual times sheets are received on a weekly basis. Oversee that all subcontractors invoices are received on time each month, PO’s requested for and invoice submitted for payment. Oversee that the inspector’s / staff weekly / monthly hours to Blu employment agency is submitted on time, each month. Oversee the control and recording of all Ensure adherence to International Standards (GAFTA / FOSFA / IFIA or other). Ensure adherence to standard operating and any internal procedures. Ensure adherence to company Code of Ethics, e-Mail policies, etc. Attend or perform training as and when required (on line, attendance or other) Submit monthly expense claims on due date via the Cape Town office. Adhere to all quality and safety requirements of the SGS management system / and respective site/warehouse. Perform any other reasonable tasks as assigned by the direct line supervisor / manager or branch manager. Maintain a clean working environment. Adhere to the company “5 S” policy with all working areas. Adherence to treatment of confidential information. Apply Check status process and use the Stop Work Authority whenever the control of risks is not clearly established and understood, where applicable. Be compliant to all SGS Health, Safety & Environmental and HR policies and procedures. At all times, comply with SGS Code of Integrity and Professional Conduct

COMPLIANCE & AUTHORITY  

Update operations manager on a regular basis and for any new clients, new service being requested, complaints, staff issues, branch issues, revenue, abnormal costs, etc. Co-ordination and overseeing the operations supervisor, senior inspector/s, inspectors and administrative staff perform their duties correctly and timeously. Report any faulty and/or nonfunctioning equipment to the immediate manager. Each staff member has the authority to cease the use of any equipment that may be deemed to constitute Report safety hazard and/or work that may affect the quality/safety of staff / equipment. Designating back up person, to handle your or staff responsibilities, when the person is off sick or on leave. Any person has the right to refuse to perform work that may damage the environment in an imminent and serious way and to report such a situation. Cease the use of any equipment that may be deemed to constitute a safety hazard or entry to hazardous environments without necessary knowledge and protection and take action to address the hazard. Cease to carry out work that may affect the quality (integrity) of services and take action to address the issue. Initiate a formal improvement request when a deviation of the system occurs, possible improvements are identified or when nonconformity is identified. Implementation and maintenance of the quality system/ procedures.

Qualifications

Education – minimum grade 12 / Matric with mathematics as a subject and necessary qualification /expertise with laboratory analysis.

Fair knowledge of finance and administrative related background

Computer Literate (Microsoft Office, word, excel, etc)

Experience with the fish, fish meal, grains and oil industry.

Experience in inspection or laboratory industry.

REQUIRED SKILLS

Excellent problem-solving skills Attention to details. Excellent interpersonal skills and the ability to work with a variety of personalities Ability to consistently meet deadlines. Works well under pressure. Be available to attend to incidents and urgent client issues which may arise after hours or weekends and be reachable on the mobile for any urgent issue the staff or management may need your intervention. Adherence to SGS customer care policy, regarding timelines for responding to clients. Reply and acknowledge email / instructions sent by operations manager or higher management team Ability to work both independently and as part of a team. Superb organizational skills Ability to multi-task and handle several issues simultaneously. Ability to maintain a positive and professional attitude when dealing with escalated issues Must be motivated and not a timekeeper. Adhoc work after hours / weekend if and when required for any urgent management requirements. (Within reasonable hours). Polite and respectable nature, especially to fellow colleagues and clients. High level computer skills (Word, Excel, PowerPoint) Thinks Strategically Translates Strategy into Actions Influences Internally & Externally positively. Spread positivity amongst staff and management. Co-operative with fellow staff and management

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