Inventory/Procurement Lead at Ubuntu Life

• Overall, the inventory and procurement lead plays a critical role in ensuring that the right materials are available at the right time and cost to support the manufacturing operations and meet customer demand effectively. To operationalize and ensure efficient sourcing, procurement, receipt, storage, and dispatch of goods in a cost-effective, safe, and timely manner. Ensure FIFO (First In, First Out) principles are applied in all areas and system usage at 100%.

DUTIES AND RESPONSIBILITIES

Purchasing /sourcing of materials.

• Coordinating end-to-end purchase process of materials required in productions
• Gathering procurement needs from user departments and forwarding them to the manager for processing.
• Expedite on released orders as per delivery schedule. Ensure supplier adheres to quality, compliance, and invoice accuracy.
• Analyse supplier performance and use discretion to advise which supplier delivers the best value to fulfill user needs.
• Adhere to company Procurement policies & procedures in all sourcing undertakings.
• Analyse and present to the management for review of cost trends and variations on purchases.
• Communicating with the suppliers to negotiate prices, and enquire about the availability of materials, prices, and order lead times.
• Monitor suppliers to drive relationship management and ensure favorable procurement terms are achieved.
• Prepare reports on supplier performance to ensure timely deliveries and quality assurance.
• Preparation of purchase orders and dispatch to the suppliers and production managers.

Stock control and accountability.

• Consistently manage and review stock movements and documentation to ensure accuracy for the benefit of the entire business operations.
• Coordinate, schedule, and periodic stock counts for all inventories to ensure 100% stock balance accuracy. This guarantees accurate/ fair valuation of company inventories/ assets.
• Ensure materials are properly binned in their respective bin locations for easy retrieval on request to save time.
• Monitor an effective inventory control system that ensures the accuracy and reliability of the stock database at all times.
• Maintain optimum stock levels from the user as per the demand.
• Advising the Operations Manager on stock priority items to be purchased.
• Monitor and communicate overstocked and redundancy of stock.
• Receiving, processing, and documenting approved requisitions from the user department

Shipping and Documentation.

• Conducts shipping of goods, adding products to Shiphero, and preparation of the relevant documents as well as working with team members to ensure things run smoothly.
• Share the shipment airway bill and packing list with the team the same day when the shipment is done to track the shipment.
• Overseeing the shipment of Zazzle orders and updating them in drive, for referencing and systematic control and tracking of all orders received.

Materials documentation and quality control.

• Ensures all materials correctly relate to authenticated attached documents before warehousing, issuing, and transferring.
• Performs materials quality control checks making sure that the data is correctly recorded in the system so as to ensure conformity as per the needs of user departments.

Goods inwards (Receiving) & Goods outwards (Dispatching)

• Receiving, processing, and documenting approved requisitions from the user department.
• Maintenance of the gate pass system for internal controls.
• Ensure all goods received are of good quality and quantity with no defects at all. No breakages or shortages from the suppliers.
• Inspect and quality check all goods that are from the supplier and give advice from the user ensuring that they will be used before the expiry date.
• All receipts MUST be accounted for at all times with the accounts department within 24 hours.
• Ensure efficient receipt, storage, and dispatch of all materials and ensure timely, availability/delivery of materials on demand to all production and sales sections.
• Ensure invoices for all goods received are speedily passed over to the finance team for faster payment processing on all goods received.
• Ensure all assets for the company are inspected and received in the inventory system as per user requirements.

Reporting.

• Control and monitor materials and equipment movement from stores, with special attention to life-limited materials expiry dates, to ensure visibility, traceability, accountability, and also ensure timely disposal.
• Participate in monthly, and quarterly stock and stock taking and reconciliations.
• Prepare and present timely materials and waste reports of each production material to the management for review for each PO.
• Provide weekly reports for items shipped and tracking of all the shipping expenses.
• Maintain an updated database/list of all vendors with contacts/contact person locations and email addresses.
• Maintain an updated daily Purchase order status for both local and overseas for ease of follow-up on payment and delivery status of the materials.

Requirements

• Bachelor’s degree or Diploma in Supply Chain, Inventory, Purchasing, or relevant field.
• A minimum of 3 years experience in a similar role.
• Solid knowledge of Supply chain & inventory management, Procurement, and forecasting techniques.
• An analytical mind with strong attention to detail.
• Outstanding organizational and problem-solving skills.
• Excellent communication and leadership abilities.
• Experience working in start-ups will be an added advantage