The main purpose of the Operations Compliance Officer position is:

To drive SOP compliance across our branch network, and ensure the best practice implementation of the company’s operations, policies, procedures, and systems throughout our network. Co-ordinate and oversee warehouse activities relating to inventory, health and safety, hygiene, vehicles and logistics, general administration, suppliers, volunteers, stakeholders, etc.

The successful candidate must have extensive experience in inventory management to ensure compliance in warehouse operational activities surrounding and drive the effective distribution of food throughout the branches

The candidate must have a passion for the non-profit sector

Multi-tasking and prioritising are essential skills that will determine the success of the role

 

Requirements:

  • Minimum 8 years’ experience in FMCG operations
  • Staff management
  • Advanced MS Office skills
  • MS Business Central (ERP) helpful
  • Degree/Diploma in Supply Chain or Industrial Engineering
  • Ability to work under pressure and produce accurate results
  • Assertive, drive and energy to fulfil responsibilities and meet deadlines
  • Attention to detail
  • Ability to multitask and meet deadlines
  • Excellent communication skills
  • Ability to prioritise tasks and execute them
  • Excellent administration skills
  • Research and development skills
  • Report writing
  • Innovative

 

Duties & Responsibilities:

Branch SOP Compliance

  • Conduct a monthly branch audit, apply corrective measures, and follow up on any concerns
  • Undertake monthly stock counts and weekly cycle counts at all our branches
  • Confirm that all inbound and outbound stock is captured accurately and within the SOP guidelines and timelines, to guarantee the integrity of the data
  • Ensure that inbound and outbound functions are separated, so that no one staff member may perform both functions
  • Ensure that all inbound stock meets the Food Donations Policy criteria, and that all outbound stock meets the food safety criteria
  • Ensure that branches pick stock every afternoon for all scheduled BOs to receive food the following day, so that they are ready for distribution every morning
  • Ensure that all branches have sufficient stock for distribution to all their BOs each month
  • Ensure that FEFO is implemented correctly, and that no stock expires while in the warehouses
  • Ensure that pallet info sheets, bin locations, sorting and storage of goods are per the SOP
  • Ensure that document control and filing processes and systems are standardised throughout our branch network, and up to date
  • Ensure that all deviations from the SOP are justified, recorded, and allowed by the national operations manager
  • Perform unannounced audits at various branches at different times to ensure compliance and adherence to the company’s policies and procedures
  • Report any non-compliance or irregularities to the national operations manager to address and follow up where necessary
  • Perform monthly audits at warehouses and apply corrective measures and / or report any concerns to the national operations manager to address
  • Continuously provide recommendations for warehouse efficiency / optimisation through automation, careful planning, and improved BO satisfaction in terms of our service
  • Timeously address ad hoc trouble shooting to solve any problems at branch level
  • Implement strategies to mitigate against stock shrinkage across all branches uniformly
  • Report any HR, ICT, Finance, Fund Development related issues / concerns to the relevant department head for further action
  • Plan and implement the rollout of new projects, programmes, and systems in warehouses
  • Investigate any theft by staff, collusion between staff and BOs, and any other irregularities that may be reported

 

ERP

  • Ensure that all branches submit their supplier documentation daily (Purchase receipts, discrepancy forms etc.)
  • Spot check supplier documents against system documentation (GRN, delivery note etc.) to verify accuracy
  • Track the time stock is received vs. when it is all booked in
  • Refer to SOP for timelines
  • Escalate concerns to the national operations manager
  • Investigate stock change requests from branches
  • Get all the necessary and accurate information from branches for adding new stock codes.
  • Consult with the relevant people / departments regarding the incorporation of new stock codes
  • Conduct spot checks on tax invoices/dispatch and picking slips notes to ensure that SOP is being followed to gain and maintain stock integrity
  • Analyse weekly cycle count results and investigate where necessary
  • After investigation, further escalate to national operations manager, if necessary

 

Staff

  • Oversee the general operations in branches to ensure that all staff comply with the SOP
  • Gather the information timeously for corrective action for staff when needed, as well as for disciplinary hearings, etc.
  • Conduct staff induction as and when needed
  • Provide necessary and relevant information to the HR department as and when needed
  • Conduct ERP training / refresher training with new staff as and when needed

 

Stakeholder Engagement / Food Sourcing

  • Establish and maintain good working relationships with all FFSA current and potential stakeholders at regional and national level
  • Proactively source food from national and regional supply chain stakeholders
  • Where necessary, co-ordinate collections and / or deliveries between the branches and the food donors, as well as collections and deliveries between branches
  • Timeously address all stakeholder queries, and escalate to national operations manager accordingly

 

Fleet Management

  • Review the Fleet Master and other relevant documents and files regularly to ensure that it is up to date, that all our vehicles are serviced, properly maintained, cleaned, and roadworthy under national road regulations
  • Get the quotations and authorisations for repairs and maintenance work that needs to be completed
  • Ensure that all our vehicles that require fitment, repairs, roadworthy, etc. are done timeously, after obtaining the quotations and approvals
  • Conduct spot checks on the Ctrack system to ensure that the system works properly in all our vehicles, and that there are no deviations from trip sheets
  • Conduct spot checks to ensure that all our vehicles are working properly, that there are no damages, and that all the legal roadworthy components are on the vehicle
  • Monitor fuel usage reports of the fleet and take the action as and when needed
  • Monitor the vehicle utilisation reports and advise the national operations manager accordingly
  • Ensure that all FFSA vehicle policies, procedures, and requirements are adhered to at all times
  • Attend to any fleet issues that may arise from time to time

 

Beneficiary Organisations

  • Promote good working relationships between branches and BOs
  • In consultation with the BO department, timeously attend to any BO communication and queries relating to branches where necessary
  • Attend all BO quarterly meetings and provide input and feedback as and when needed
  • Analyse the weekly BO distribution report, to ensure that the allocations are fair across all BOs, and that any over / under volumes are brought to the attention of national operations manager
  • Ensure that MRDs are planned well in advance each month and on schedule

 

Health & Safety / Food Safety

  • Ensure that proper health and safe policies, procedures, and guidelines are in place, adhered to, and regularly practiced
  • Timeously address any batch recalls as and when needed, and that recall protocols are implemented
  • Ensure that we source reputable health and safety services / service providers at the best price
  • Ensure that all relevant staff are properly trained regarding health and safety, and that all their certificates are valid
  • Review all relevant audit reports, whether internally and externally, to ensure that each branch is compliant and that all recommendations are implemented

 

Reporting

  • Prepare reports and documents for all the relevant staff from time to time that will help make informed operational / strategic decisions across the business
  • Review, analyse and investigate stock count and cycle count variances and report any concerns to the national operations manager

 

General

  • Serve as acting branch manager when they are absent, on leave, etc.
  • Undertake ad hoc research and information gathering from time to time
  • Compile or assist with the compilation of ad hoc reports for departments
  • General administration and support for departments from time to time
  • Represent FFSA at various meetings, forums, exhibitions, etc.
  • Conduct assets register checks to ensure that the physical assets at the branch compare with the system records, and that all company assets are working optimally
  • Investigate the viability of opening branches / depots in new locations
  • Set up branches / depots in new locations as and when needed

 

 

Should you meet the above requirements, we urge you to apply by forwarding your CV along with any supporting documents to tracy@glass-house.co.za

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