Job Description

KEY PERFORMANCE AREAS/OUTPUTS/RESPONSIBILITIES

This is a list of all the Outputs listed in this position profile.

Implement the cold store operations plan

Manage and monitor revenue, expenses & preparation of budgets

Manage the cold store day-to-day operations

Invest in personal development

Manage the maintenance, control, and inventory of equipment

Living the Etlin values and adhere to all the policies and procedures

Manage the health and safety of the cold store

Driving performance excellence

DIRECT STAKEHOLDERS (list the roles this role deals with directly)

Internal: Trading Managers, Traders, Human Capital, Distribution Manager, Distribution Supervisor, Group Maintenance Specialist, Accountants, Debtors and Creditors Clerks, Business Logistics Controller, Port Operations Supervisor, ICS

External: Customers, Service Providers, State Vet, Labour Broker, PPECB, Customs

OUTPUTS

(KPAs, Responsibilities)

(What should this position Deliver?)

ACTIVITIES/PROCESS/STEPS

(These are the activities/process/steps NOT tasks linked to each Output/KPA, Responsibilities)

IMPLEMENT THE COLD STORE OPERATIONS PLAN

1. Implement and sustain a logic, effective and integrated management planning system for the Cold Store, in line with the cold stores operations plan.

2. Make recommendations to the Direct Manager on performance objectives, strategic planning, and programs to improve operations when requested.

3. Implement the analysis and current statistics and management information and provide possible inputs or changes in the external and internal environment in order to effectively and accurately predict any changes required or envisaged in order to achieve or meet the Cold Store and Branchs trading and support objectives.

4. Provide input to the Direct Manager for drafting any policies and procedures when requested.

5. Implement the policies and procedures and to ensure employee follow them as per the agreed timelines.

6. Implement cost-effective operations and the efficient utilisation of the cold store facilities ongoing.

7. Implement and maintain financial activities as agreed.

8. Execute and implement planning tools and manpower for the efficient functioning of the operations and as per the guidelines set out.

9. Develop and achieve milestones, due dates, and responsibilities for projects, plans and activities.

10.Evaluation and document the effectiveness of projects, plans and/or operations upon their completion and provide feedback.

11. Interact with customers, traders, cold store employees and relevant stakeholders daily.

12. Direct operations of subordinates to achieve the prescribed objectives.

13. Maintain and monitor the space layout and utilization plan to meet prescribed cost, service and company standards as agreed.

14. Maintain an effective Warehouse Management system (WMS) and update as required.

15. Implement accurate inventory control of each product line and/or for each account daily.

16. Provide management information (reports) and feedback to the Direct Manager on request to guide planning activities.

17. Implement, maintain, ensure and oversee that all regulatory and legislative requirements are met e.g. ZA (DAFF); R638 (DoH); PPECB; NRCS

18. Implement, maintain, ensure and oversee that all food safety standards and customer requirements are met e.g. HACCP; ISO 22000:2018; FSA; Woolworths; YUM

MANAGE THE COLD STORE DAY-TO-DAY OPERATIONS

1. Direct operations of subordinates to achieve the prescribed objectives daily.

2. Execute the cold store trading activities and cold store operations daily.

3. Assist and manage the daily activities of the cold store including customer service, admin operations, and proper utilization of space, equipment, and manpower utilization.

4. Manage customer product storing activities daily.

5. Manage and control shrinkage daily.

6. Manage effective pallet control and the reduction of losses/breakage daily.

7. Manage the efficient turnaround time of all deliveries daily.

8. Manage that service standards are met daily.

9. Ensure paperwork is processed accurately and promptly daily.

10. Manage the picking and dispatching of orders in a cost effective and as per the set parameters.

11. Maintain and build healthy employee and customer/client relations including Government subsidiaries ongoing.

12. Manage, handle, and resolve queries and complaints according to the prescribed timeframe.

13. Assist with the control and directing of all transportation into and out of the cold store when required.

14. Identify customer requirements with respect to quality service and expectations.

15. Manage all the transportation into and out of the cold store are controlled when required.

16. Assist in promoting the cold store facilities with clients ongoing to gain new clients and expand storage activities.

MANAGE THE MAINTENANCE, CONTROL, AND INVENTORY OF EQUIPMENT

1. Implement and control a program for the maintenance of equipment daily.

2. Manage the maintenance of facilities and equipment relating to the cold store and the branch in general daily.

3. Manage the efficient operation and utilisation of all cold store equipment daily.

4. Manage the cleanliness and working conditions of all equipment and oversee adjustments and/or repairs as necessary daily.

5. Manage and implement safety, security, housekeeping, and sanitation programs daily.

6. Provide feedback to the Direct Manager on request to guide the maintenance, control, and inventory equipment activities.

MANAGE THE HEALTH AND SAFETY OF THE COLD STORE

1. Manage the safety of all personnel, equipment, and property daily.

2. Assist with managing and coordinating the security functions of the branch daily.

3. Report all work-related injuries of Employees immediately according to the injury on duty (IOD) process.

4. Ensure immediate medical attention are provided to an injured Employees when necessary.

5. Ensure compliance with OSHA and MSDS regulations ongoing:

5.1. keep equipment and tools in designated areas,

5.2. schedule the cleaning of equipment,

5.3. supervise the cleaning of the cold store, restrooms, offices, and other areas,

5.4. maintain strict rodent and pest control, and

5.5. Ensure compliance with the appropriate government regulations.

6. Provide feedback to the Direct Manager on request to guide the Health and Safety activities.

MANAGE AND MONITOR REVENUE, EXPENSES & PREPARATION OF BUDGETS

1. Monitor sales and ensuring targets are met weekly and monthly.

2.Assist and ensure the cold store is utilised efficiently and effectively in order to meet the prescribed targets set out.

3. Monitor and ensure expenses are kept within the established budget.

4. Procure goods and services with the cost-effective suppliers.

5. General understanding of the income statement and analysing the same with the assistance of the business controller monthly.

6.Assist in preparing the budgets / customer rates with the Cold store Manager annually.

INVEST IN PERSONAL DEVELOPMENT

1. Ensure achievement of own performance objectives.

2. Attend scheduled training as agreed.

3. Ensure completion of any assessments to evaluate understanding.

4. Fill in attendance registers when required.

LIVING THE ETLIN VALUES AND ADHERE TO ALL THE POLICIES AND PROCEDURES

1. Display behaviours that support the culture that is consistent with the vision, mission, and values

2. Always adhere to all the policies and procedures .

3. Behave ethically and handle things confidentially.

DRIVE PERFORMANCE EXCELLENCE

1. Provide input to long, short- and medium-term manpower planning.

2. Optimise employee productivity by managing and measuring their performance.

3. Assist in providing ongoing feedback, instruction & development guidance to help others excel in their current or future responsibilities.

4. Assist in making sure that direct reports are effectively and rewarded in line with organisational practice and governance.

5. Share and transfer product, process, and systems knowledge to colleagues.

6. Ensure achievement of own performance objectives.

7. Ensure that all employees have signed position profiles, performance agreements/contracts and reviews by participating in profiling sessions and conducting performance agreements/contract and reviews for Direct Reports.

8. Put together action plans to address poor performance.

9. Actively assist in managing talent and succession within the Cold Store.

10. Assist with the overall management of the Employee Lifecyle:

a. Interview candidates/internal applications

b. Arrange for the onboarding of Employees

c. Discipline Employees where necessary (Human Capital will facilitate the process and provide the necessary documentation and arrange for Disciplinary Hearings when required).

Qualifications

Minimum: NQF level 5 Higher certificate in supply chain, and/or distribution logistics and/or commerce

(Recognition for prior learning (RPL) based on years of experience and knowledge gained will be granted to those already in the position).

Preferred: NQF level 6 Diploma in supply chain, and/or distribution logistics and/or commerce

Experience

Minimum: 3-5 years experience in a Management role or similar, in a high-volume colds store operation, within the food industry.

Preferred: 6-8 years experience in a Management role, in a high-volume colds store operation, within the food industry.

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