Careers

Supervision of the Stores Department

• Receiving – Oversee and counter sign all invoices/delivery notes of daily deliveries.
• Handing signed invoices/delivery notes to Stores Administrator (in house goods) and Debtors Clerk (Site goods) for receipting and recharges to site entities.
• Issuing – Monitor all goods issued via MSD module (All work orders) ensuring all work orders are closed off and posted to keep the system as a live system.
• Ordering and stock replenishments – PPR (Pre-purchase requisition) raised in PPR book to be scrutinised via MSD module (Product search engine) to make sure goods requested from stores are in line with quantity ordered / relating to average consumption / and physical stock on hand matches system stock on hand.
• Signing off on PPR and getting final approval from HOD (Senior Operations Supervisor) before order created (RFQ / PR) on MSD (Stores Administrator).
• Stock counts – Conducting weekly cycle counts via MSD module (Physical inventory by inventory dimensions) exporting current (live) stock on hand to excel spread sheet as per system and cross-checking system figures with physical figures on hand on random selected bin locations.
• Solving and investigating any variances that may have been picked up after physical count has been done.
• Bi-annually conducting stock counts via MSD module (Counting) midyear (June /July) and year end (December).
• Creating stock counting sheet for all bins within stores (SBA-Johannes, creating stock counting sheets for goods in transit (SBA-DGIT) and (SBA-JHB Store).

Procurement

• Open/Back orders – Advise if goods are still needed or to be cancelled. Confirm ETA’s for site and depot goods ordered.
• CPDD – Monitor vendor status on expired or soon to be expired schedule received from Creditors Clerk. Complete Business Justification forms to be submitted to the CPDD portal for renewal process to commence. Follow up with vendors on documents required to complete the Business Partner Application forms.
• MSD Approvals – Approve PR’s and PO’s on MSD. Check if all documentation is attached to PR and RFQ. Ensure sufficient quotations acquired for value of goods. Cross-check values on line items raised to be matched with quotations. Request changes if discrepancies are picked up.

Auxiliary functions

• Company appointed SHE representative – Ensuring all aspects with-in the work environment is Safe, Healthy and any reported defect attended to and corrected before any incident occurs. Attend monthly SHE meetings discussing problems and deficiencies within stores department.
• Mainline driver PPE – Receive and issue PPE to mainline drivers for Zambia and Zimbabwe fleet.
• Tarpaulins – Receive and issue new tarps ordered by CCIH to trailers in the event of rain sensitive cargo being loaded. Replace old, damaged tarps when reported. Send old tarps back to CCIH for repairs. Maintain schedule of all tarps in the depot.
• Consolidation of third-party goods;

Receiving of Goods/Checking:

• Goods are received by Sabot Stores. All received goods are then checked and counted against the Suppliers Invoice.
• Any shortages and breakages are noted and reported to the Stores Supervisor. All goods palletised and wrapped, gets issued a Parcel number eg. GV-1001 / GV-1002 etc

Goods Received Note Generation and Notification:

• Stores Supervisor generates Goods Received Note (GRN). An email Notification is sent out Sabot Operations together with the Goods Received Note (GRN). Also attached is the Supplier’s Invoice and Sabot parcel number for each GRN.

Loading Plan preparation:

• Representative prepares a Loading Plan, thus after receiving Goods Received Note and Suppliers Invoice, and Sabot parcel numbers for each GRN. The Loading plan is then emailed to Sabot Operations (attached, Supplier’s Invoice, Sabot Goods Received Note with Sabot parcel numbers endorsed on each GRN)

Loading Preparation:

• Upon receiving the Loading plan, Sabot Operations informs Yard Load Master. Yard Load Master performs Pre-Staging to make sure the truck is loaded according to the Loading Plan.
• Endorsed Loading Plan, combined with Packing Numbers and Goods Received Note Numbers (Each GRN will have parcel number/s (GV-1001/GV-1002 etc) relating to it, ensuring each GRN will be fully accounted for and no cargo will be left out loading.

Loading of Trailers:

• Stores Supervisor/Team leader makes sure the Packing list is checked and marked of what is being loaded. Cross checked with representative on site.
• NB After Loading, the truck is the weighted and verified.

Load Documentation:

• After weighing and verification, Framing / processing of customs documents commences. All Parcel numbers will equal to the number of pallets to be cleared. Cleared documents are handed to Sabot Operations for Manifest generation and Trip Numbering. Cleared Documents together with Manifest are send for final verification before the truck is dispatched.
• NB – Clearing and documentation is done by Sabot.
• Capturing figures counted into MSD and generating variance reports.
• Investigation of variances picked up and reporting on variance that are unsolved to be written off.
• Housekeeping – Ensuring stores work area is in neat and operational condition. Bins are packed neat and in line. No clutter in and around the stores area.
• Workstations not cluttered and all walkways around stores not blocked. No loose paperwork lying around and files to be used for storing and safe keeping of documents.
• Site goods and parcels (SCI/SBZ/SBD) – Ensure all goods received that needs to be sent to site, is received correctly, registered on MSD, and packaged correctly, indicating the dimensions on parcel label attached to site parcel (Length, Width, Height, Weight, and package number).
• Monitoring all sites goods received, to consolidate into loads to be shipped to them via MSD module (Inbound PO registration log detail) exporting to excel and filtering out goods not allocated to a transfer order.
• Creating transfer orders on MSD via module (Transfer order) using excel export from (Inbound PO registration log detail) to populate transfer order. Generating excel packing lists and commercial invoices relating to the transfer order created.
• Submitting packing lists and commercial invoices to Operations (Manifest Administrator) to apply for inspection to acquire inspection reports and COC (Certificate of Conformity) from Bureau Veritas, for goods to be shipped. Staging of consolidated goods to advise of which type of vehicle to use for distribution of goods (Quantum 1 tonner / 3 tonner express / 8 tonner express / Tri-axle break bulk / Super link break bulk). Advising Operations (Manifest Administrator) on vehicle details in order to put together manifest and export documentation for pre-clearance of load. Following up on import licenses required and duty payments from site. Oversee loading of consolidated goods (using packing list) to required mode of transport, checking load distribution of goods, securing of parcels, strapping, and lashing and covering loads with good tarpaulins, cargo belts, chains and binders for goods to arrive at site without any discrepancies and damages. Investigate any discrepancies reported from site and report back to site on findings regarding discrepancies reported.
• Daily reports – Ensure stores department (Storeman) sends out daily information-based reports to group (Cargo belts issued in Pomona report / Daily tyre summary report / Depot spare wheels report / Tyre change slips, daily tyre stock, tyre transfer notes report / Equipment issued and received reports).
• By hand parcels – Prepare waybills on “This pc” parcels sent by hand. Prepare packing list and commercial invoice on MSD, the same way as preparing transfer orders for site goods and parcels. Submit to Manifest Administrator for clearance. Send parcel up to Musina to be allocated to a vehicle to be taken to CCIH. Update by hand parcel schedule and send out to group email.