Position Description:
The Procurement & Stores Supervisor is responsible for overseeing procurement and stores operations, ensuring that essential materials and goods are acquired on time and at the best value. The role also supervises daily activities and promotes a collaborative, efficient working environment.
Reporting line and direct reports: The position reports to the Finance Manager and directly supervises procurement and stores staff.
Key Areas of Responsibility:
Team Management:
• Supervise and support procurement and stores staff, providing guidance, training and performance feedback to ensure team efficiency and effectiveness.
• Delegate tasks and responsibilities effectively, ensuring the smooth execution of procurement processes and management of the stores function.
Strategic Planning:
• Collaborate with the sales department to understand sales forecasts and customer demand, utilizing this information to plan material and stock purchases effectively.
• Analyse historical data and market trends to make informed decisions regarding procurement strategies and stock levels.
Supplier Management:
• Serve as the primary interface between the company and freight forwarders responsible for transporting goods from overseas suppliers to the warehouse.
• Build and maintain strong relationships with suppliers, negotiating favourable terms and pricing agreements.
• Ensure compliance with relevant regulations and standards, including familiarity with Inco Terms.
Procurement Operations:
• Oversee the procurement process from requisition to delivery, ensuring accuracy, timeliness and cost-effectiveness.
• Monitor inventory levels and stock movements, implementing strategies to optimize inventory turnover and minimize stockouts.
Stores Operations:
• Oversee the receipt, verification and inspection of incoming materials against purchase orders and delivery documentation, ensuring that discrepancies or damaged goods are promptly reported and resolved.
• Ensure that all stock is correctly identified, labelled and stored in designated locations to maintain traceability, prevent damage and support efficient material handling.
• Control the issuing and return of materials, ensuring that all stock movements are accurately recorded in the ERP system and supported by the required documentation.
• Maintain stock accuracy through cycle counts, periodic stocktakes and the prompt investigation and correction of inventory variances.
• Maintain high standards of housekeeping, safety and security within the stores area, including controlled access, safe material handling and compliance with applicable SHEQ requirements.
Continuous Improvement:
• Identify opportunities for process improvement and cost optimization within the procurement function, implementing best practices and driving efficiency.
• Inspect the levels of suppliers / raw materials to identify shortages.
• Ensure that product stock is adequate for internal operations and external sales.
• Optimise stock levels to reduce stock ageing
• Report to management on stock levels or challenges identified regarding Inventory
• Planning and running of stock control during stock take and cycle counts.
• Maintain the stores and the allocation of space for stock.
• Develop and record a suitable supplier database and maintain and measure supplier performance.
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