1. Purpose of the Role
To control the receiving, counting, safeguarding, issuing and disposal of stock items to and from the stores, ensuring
that site stock requirements are met.

2. Key Responsibilities
2.1. Inventory Optimisation

• Control the receipt, issuance and disposal of stock in accordance with Company procedures at all times.
• Complete delivery notes and SORs and ensure the documents are forwarded to the appropriate component/manager.
• Control the processing of all new stock take ons and ensure that bins are allocated for these new stores.
• Monitor the stock and inventory levels in the store at all times including current stock levels and complete SOR’s for stock reaching minimum levels.
• Ensure minimum and maximum stock thresholds are maintained at all times.
• Organise inventory to facilitate accessibility and safety for those working in the store.
• Report the occurrences of failures, theft and losses and participate in investigations and actions to prevent reoccurrence.
• Proactively identify and report on overstocking, under-stocking or out of stock scenarios and resolve promptly.
• Prepare and provide monthly inventory reports as deemed required by management.
• Provide responses to management on all stock outs on a weekly basis.
• Manage and check the protective clothing file and ensure that all items issued to personnel are recorded.
• In conjunction with the production team, identify and incorporate slow moving, dormant or poor performing stock in menu planning to prevent excessive stock levels.
• Ensure that no stock is booked out of the relevant store without the correct authority.

2.2. Inbound Control

• Control the inbound process by receiving products in good condition.
• Manage the capturing of stock on the system to ensure that goods are controlled and easily identified.
• Ensure the product is allocated to the right bin in order to facilitate ease of access and convenience as and when required.
• Ensure all paperwork is correctly completed and appropriately recorded in the system.

2.3. Issue Control

• Monitor stock shelf life in order to ensure the product has not expired, using the FIFO (first in, first out) system.
• Control the issuing of stock, ensuring products are dispatched at the correct time and in the correct quantity.
• Ensure that all issues leave the stores correctly packed and damage free.

2.4. Problem Resolution

• Deal with and resolve issues around damaged stock or stock shortages.
• Check that details on delivery notes coincide with those on the orders and resolve where necessary.
• Track delivered and in-stock damage trends, establish root causes and take the appropriate corrective action.

2.5. Stock Control

• Supervise regular stock takes to ensure reconciliation between records and actuals.
• Conduct regular spot checks and ensure that system and actual stock levels balance.
• Ensure stock is in the right location through the management of daily cyclic counts.
• Ensure staff are properly rotating stock (where it does not go to the pick face but to the back-up location)
• Monitor production and expiry dates on all inbound and outbound stock.
• Ensure cyclic counts are conducted prior to stock takes.
• Ensure frozen stock is kept in the appropriate frozen and/or chilled state.
• Prepare for and initiate monthly stock takes, ensuring that the entire process is completed within specified time frames.

2.6. Stores Maintenance Management

• Manage and monitor the condition of the stores ensuring that:

        − the store is kept clean.
        − damaged goods are dealt with according to SOPs.
        − lighting is adequate and doors open and close easily.
        − areas in need of attention are reported to the Camp Manager.
        − all bin allocations are clear from any damaged pallets.
        − forklifts and pallet jacks are in good working conditions.
2.7. Compliance Control

• Take responsibility for the physical condition of the stores and ensure the appropriate standards are maintained.
• Ensure all staff members comply with health and safety requirements.
• Implement safe working procedures.
• Verify temperature for the entire stores by analysing the temperature worksheet.
• Ensure frozen stock is maintained at above minus 18 and chilled not below minus 1.
• Ensure staff understand and comply with the standards set by ISO 22 000 and HACCP.
• Certify that stock have been delivered in clean, controlled and well-maintained vehicles highlighting the significance of quality.

2.8. Safety and Security

• Ensure that the stores are secure at all times.
• Enforce health and safety rules at all times.
• Provide training to staff on proper practice within the stores.
• Ensure proper housekeeping at all times.
• Ensure all material safety data sheets are maintained according to health and safety standards.
• Ensure that all stock enters and leaves the stores with proper documentation.
• Ensure appropriate security controls are established on risk areas such as entry and exit points and on staff activity/inactivity to ensure staff are appropriately utilised and productive.
• Issue stock counts on key products on a daily basis and analyse results.
• Ensure that security staff check staff leaving for tea and lunch breaks and end of day.
• Check the seals on stores doors on a daily basis.

2.9. Staff Supervision

• Train staff on the Standard Operating Procedures that serve to guide their approach to work.
• Implement the Standard Operating Procedures through consistent application and communication.
• Ensure that staff understand the procedures and sign off the relevant documents.
• Conduct monthly meetings with staff in order to ascertain problems encountered and resolve associated issues.
• Manage staff performance in order to establish opportunities for development and harness strengths.
• Measure staff performance on a soft point system that includes punctuality and wearing the required uniforms, among others.
• Monitor staff using the hard point system that is focused on technical execution.
• Deal with staff problems through one-on-one discussion striving to get to the root cause of problems

2.10. Effective Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Manage colleagues’ expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

KNOWLEDGE/COMPETENCE
What skills, knowledge, and/or attributes are necessary to perform the role?

1. Knowledge

• Stock control principles, processes and tools
• Health and safety legislation and standards
• Stores management

2. Skills

• System skills (as appropriate)
• Verbal and written communication
• Computer literacy (at least intermediate Excel skills)
• Literacy
• Numeracy

3. Attributes

• Logical
• Compliance focused
• Tolerant of stress and pressure
• Attention to detail
• Deadline driven
• Organisational awareness

QUALIFICATION AND EXPERIENCE

• Diploma or at least one year certificate in stock or warehouse management
• 6 years relevant experience in a stores or warehouse environment with at least 2 in a

supervisor role