Regional Operations Managers (RMs)
Oversee the RMs to ensure that the warehouse SOPs are adhered to and that the day-to-day operations of the organization translate into completed tasks.
Have weekly status meetings with RMs to ensure that you are up to date with all the relevant information. Address any issues or concerns promptly.
Review the cycle and stock count results to ensure that branches are within the set variances. Take appropriate action where this is not the case.
Communicate the overall strategic goals of the organization and develop a clear vision of exactly how operations will help achieve them.
In collaboration with the RMs, design/maintain the operations structure needed to implement the organization's strategic goals and align with the organization's long-term strategy.
Work collaboratively with the RMs to develop and/or improve budgets, strategy, systems, processes, controls, and procedures that promote the overall efficiency of the organization and ensure excellent client service.
In collaboration with the RMs, regularly update the SOPs, manuals, and other relevant documents, and ensure that all relevant stakeholders receive the documents and are aware of the requirements and expectations.
Regularly review relevant reports to ensure all branches adhere to the SOPs.
In collaboration with the RMs, prepare a monthly branch visit schedule for the RMs.
Review the branch compliance audit reports from each branch visit, analyse the results, and recommend corrective action.
In collaboration with the RMs, develop and implement operational strategies to align with the company's overall goals.
General Management
Ensure that all branch managers across the network are properly trained and have the necessary resources to execute their functions.
Continually seek to improve the operations systems, processes, and policies in support of the organization's mission--specifically, support better management, reporting, information flow, business processes, and planning.
Ensure that there is effectiveness and efficiency in collaboration with other departments (HR, ICT, Finance, Food Sourcing, Fund Development, etc.) by promoting regular coordination and communication between these departments.
Follow up promptly on all queries, inquiries, and problems reported to you.
Ensure that we are adequately and appropriately indemnified.
Hold regular joint branch managers meetings and record the meetings.
Ensure that each branch is compliant with the Company's policies, regulations, and requirements.
In collaboration with the RMs and BMs, identify areas for improvement in workflows and implement solutions to enhance efficiency and productivity.
Conduct pilot studies as and when needed.
Ongoing supervision and coaching of operations staff.
Stock Management
Ensure that proper systems and processes are in place to manage stock and ensure stock integrity.
Review various weekly and monthly stock reports and results, analyze the data, and take corrective action where necessary.
Provide regular stock reports to the Managing Director, detailing volume, discrepancies, corrective measures to be applied, etc.
Implement proactive controls to mitigate stock shrinkage, capturing errors and improper and incomplete documentation.
Ensure that all staff are properly and adequately trained to carry out their respective operations functions within the organization.
Oversee the procurement process for stock and non-stock items to ensure that we remain within budget and that the best quality and prices are obtained.
Stakeholder / Donor Engagement
Establish and maintain good working relationships with all of the Company's stakeholders.
Promote the Company's Foodbanking model with potential donors/stakeholders and discuss opportunities related to share value.
Ensure that all branches submit their supplier documents daily, in order for s18A certificates to be processed timeously.
Engage donors regularly to update them on current programs and explore collaborative opportunities to strengthen relationships.
Attend strategic stakeholder events, conferences, and exhibitions to promote the work of the Company, our strategic partnerships, and the Foodbanking model.
Provide quarterly update reports to all food donors and other relevant stakeholders.
Financial Management
Prepare and oversee the overall budgets of the branches, ensure that all branches remain within budget and apply cost-cutting measures. Apply corrective action where necessary.
Inform the finance department timeously regarding invoicing for funded projects, including calculations of completed units of service.
Review and authorize disbursements/payments to creditors.
Retain the institutional knowledge relating to operations by organizing and electronically filing all fiscal and other relevant documents.
Fleet / Asset Management
Ensure that all company vehicles and other assets are well-maintained, roadworthy, and serviced per the manufacturer's specifications and company requirements.
In consultation with the finance manager, ensure that the branches' asset registers are updated monthly.
Ensure that all company vehicle licenses are current and that renewals take place before expiry.
Ensure that at least three quotes are obtained before authorizing repairs.
Ensure that least-cost routing is implemented across the network.
Ensure that all vehicles are properly fitted with Tracker monitoring equipment, and that this equipment is always in good working order.
Ensure that the monitoring of routes/drivers is approved daily, and follow up on exceptions immediately.
Ensure that all administration related to monitoring vehicles is recorded, filed, and reviewed monthly, including fuel usage, wear and tear of vehicles, etc. Apply corrective action where necessary.
Ensure that all vehicles and assets are adequately and appropriately insured.
Regularly monitor fuel usage and discuss anomalies with RMs. Apply corrective action.
Health and Safety
Ensure that proper health and safety policies and procedures are in place, adhered to, and regularly practiced, as per the company's Health and Safety policy.
Ensure that proper batch recall protocols are in place and that staff are aware of these protocols.
Ensure that good health and safety services/service providers are obtained at the best price and that we are compliant with health and safety guidelines.
Ensure that all relevant staff are properly trained regarding health and safety.
Ensure that each branch is independently audited on an annual basis for health and safety compliance.
Human Resources Management
Ensure that all operations staff have a signed letter of appointment, job description, code of conduct, and all other relevant documents they require.
Review and authorize all overtime, and ensure that timesheets are accurately completed and filed.
Ensure that each branch has an up-to-date HR file with all the relevant information.
Plan operational staff leave in advance, so that operations are not affected, and authorize operational staff leave.
Ensure that all operational staff are properly trained and have the necessary operational manuals, policies, and other relevant documents.
In collaboration with HR, conduct disciplinary hearings, take disciplinary action, and recommend performance improvement measures and staff counselling where necessary.
Represent the company at the CCMA and other similar institutions as and when needed.
Recruitment, selection, and induction of new staff.
In consultation with the Managing Director, authorize the use of labor brokers.
Set KPIs for all operational staff, and measure their performance on a regular basis using the prescribed performance measurement tool.
Ensure that the operational staff are aware of the organization's strategy and targets, and design the operations structure in a manner that meets the strategy and targets.
Effectively allocate and manage resources, including personnel, equipment, and budget, to ensure optimal performance.
Visit each Company branch at least once a quarter.
Motivate, train, and supervise staff to achieve operational objectives.
Reporting
Prepare, compile, and analyse various reports and spreadsheets that will be helpful in making informed decisions regarding stock management and other operational requirements.
Prepare and compile reports for the Managing Director as and when needed.
Review the branch monthly reports/audits in detail, and follow up on any issues of concern.
Conduct various operational risk management reports and audits to ensure that the company is not left exposed, vulnerable, or subject to legal action.
Food Sourcing
Approach potential food donors with the view to forming long-standing partnerships.
Explore the food system to look for opportunities where food recovery and redistribution are not evident and promote the benefits to potential donors.
Meet quarterly and annual targets set.
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