Remuneration and benefits will be commensurate with the seniority of the role and in compliance with company remuneration policy and practice.
Job Introduction:
G4S Secure Solutions (SA), a leading provider of integrated security management solutions, has a vacancy for a Regional Logistics Manager based at our Head Office in Centurion, Gauteng, reporting to the National Logistics & Procurement Manager.
The successful incumbent is a self-starter with a proven track record in maintaining company policy, adopting best practices, and is able to exercise sound judgement in the pursuit of the achievement of the goals of the organisation, and understanding the role which the Regional Logistics Manager plays within a successful business unit. The incumbent will be expected to be results driven and to live the values of the organisation.
Role Responsibility:
Purpose of the position
This role is responsible for the management of the logistics and procurement functions for the regions. To support the day to day requirements for the various regional operations including property management, customer services, uniform & equipment management, suppliers and other departmental requirements in compliance with BBBEE and G4S policies and procedures.
Effective ERP/Purchasing administration, financial cost controls and Compliance
- Ensure procedure is followed correctly for all purchasing & purchasing requirements within the governance framework
- Conform to budgets on all aspects
- Financial checks on validity of purchase requirements
- Open order management
- Facilitate recoveries for negligent spend
- Month End Deadlines of POMS (Purchases, GRN's, Stock Status & Issues)
- Ensure that dead stock is managed
- Pull Open Order Report and make provisions for Finance
- Compile GL and complete all info for Finance
- Maintain department and regional budgets, with focus on cost control and reporting
- Management and cost control of petty cash and Checkers card for individual regions
- Ensure compliance to set budgets and to reach cost savings percentages month on month
- Effective management of contractors, vendors and suppliers
- Supplier and contractor management
- Ensure that the correct procedures are followed and that the suppliers are registered before use
- Monitor SLA’s and performance delivery of suppliers
- Escalate poor service levels to National Project Manager
- Assisting National Project Manager of BBBEE compliance and validation of year renewals and validation of validity
- Assisting National Project Manager with supplier contracts and rental agreements
- Identify new supplier requirements and facilitate new requests, supplier compliance management
Effective management and control of Uniform, inventory and consumables
- Uniform Store - inventory management of all uniforms in store rooms. Ensure that top-ups are done to assist with new recruits, site start ups, sundries and replacements. Management of Supplier Uniform Storeman.
- Uniform Yearly Issue - ensure that budget schedule is adhered to and that all uniform orders are placed 6 weeks ahead of time. Ensure that uniform is correctly ordered (some items to be every other year).
- Uniform Branding - ensure that additional requirements, additions, changes or exceptions are reported to National Project Manager for approval
- Uniform PPE - ensure that PPE is issued to each site where it is required and that quality is in line with the function it needs to perform.
- Uniform Site Startups and New Recruits - ensure that Uniform Supplier is made aware of any new sites or additional new recruits to obtain consignment stock to ensure start of the site.
- Yearly forecasting & budget preparations and reporting
- Return of uniform process and disposal management
- Manage inventory items according to Policy & procedure
- Manage consumables stock, distribution, consumption and reporting
Effective management and control of regional vehicles
- Vehicle Management Procurement - determine requirements, facilitate new requirements - completing the AFS quotation request with all the site requirements, getting comparisons from Fleet Manager, starting the internal procurement process with all the required documents from Fleet Manager and the Finance Manager. Completing follow ups with relevant departments.
- Vehicle Accident Management - receiving incident/accident paperwork from sites, submitting to AFS for processing, following up with sites on the Acknowledgment of Debt from drivers (where applicable). Arranging for replacement vehicles until the G4S vehicle is fixed.
- Vehicle Maintenance - approve all maintenance requests sent by AFS for G4S vehicles, work with AFS to determine negligence of drivers or dealerships. Establishing relationships with dealerships to assist in critical areas of operation
- Vehicle Fuel Management - ensure each vehicle has an active fuel card and e-tag to operate. Monitor all fuel and oil spend of vehicles and report deviations to relevant managers. Control all miscellaneous fuel cards and report monthly to Finance for cost allocation.
- Vehicle Rental Management - source rentals from approved suppliers for temporary replacements, site start ups, sundries, travel requirements etc. Record monthly kilometres on all rentals for Finance to accrue or bill to clients.
- Vehicle Systems - ensure all vehicle has a tracking and camera system installed and that relevant managers has access to monitor and discipline drivers accordingly
- Vehicle Re-assessments - monitor vehicle kilometres monthly and advise if we need to look at increasing or decreasing FML contracts
- Facilitate Third Party Claims for all MVA/Vehicle needs
- Vehicle Disposals and Transfers - work with the Fleet Department to dispose of vehicle as per company policy and transfer vehicle per sites or regions
- Vehicle Health and Safety - ensure all vehicles have the correct Health and Safety requirements to ensure safety of drivers and officers.
- Vehicle Fines Management - receive fines from Head Office and process accordingly to have fine redirected into the correct drivers name
- Vehicle Driver Management - ensure that HR has all relevant driver documents signed and in the drivers files to enforce company vehicle policies. Ensure that site managers has these documents for Health and Safety
- Vehicle Inspections - ensure monthly vehicle inspections are submitted by Operations and deviations/exceptions actioned accordingly.
Effective Property Management
- Building Leases - assist with the renewal, cancellation or approval process for G4S properties
- Building Moves - assist with management and facilitation of moving office buildings. Cancellation of services, equipment disposals or transfers, IT and printer changes. Ensure that the new building is equipped with all the needed furniture, IT infrastructure, space planning, employee necessities etc.
- Liaise with landlord on building contract changes, renewals, exit and occupation
- Ensure H&S requirements are met and building inspections done
- Liaise with landlord for any property related problems
Tenders and New Site Start Ups and Site Terminations
- Sales Tenders - assisting with quotations for equipment, service, special uniform requests, vehicles, etc for all tender submissions.
- New Site Start Ups - capex process, contract facilitation where necessary, purchasing of required equipment, uniform, special requests, services etc for new sites.
- Project management of large site start ups 100+
- Site Terminations - ensure that Operations return all equipment back from site termination. Ensure that all services and rentals are cancelled and sent back to relevant suppliers.
- Management of the regional office and employee requirements
- Ensure that all employees have the necessary office resources to enable them to perform their duties, IT equipment, communication equipment, work station, electricity, data and other
- Regional Office - complete office management of the regional office. Ensure that the building is safe and that deviations (lights, water, plumbing, aircons etc) are reported and actioned. Ensure all employees adhere to office rules and procedures. Ensure all Health and Safety protocols are being followed - first aider, fire fighter, quarterly fire drills, emergency procedures, emergency exit plan.
- Outlying Offices - ensure that all other offices in the region has the correct equipment to function and that they follow the procedures for office maintenance and health & safety
- Supervise Cleaners, Drivers, Gardeners and ensure that their duties are fulfilled
- Manage service providers, internal and external
- Liaise with Landlord on building activities
- Management employee tools of trade iro new requirements, disposals and life cycle management - fuel, cell, other
Effective management and control of regional and site assets and requirements
Purchasing
- Sourcing of quotes from a minimum of three (3) suppliers. Starting the internal procurement process with all the required documents. Completing follow ups with relevant departments. Liaising with suppliers, confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office.
- Assist with maintenance of equipment and disposal, transfer of equipment between regions
- Administration of Firearms - consolidating competencies for regional firearm officers, submitting monthly audits to the Head Office. Facilitation the purchase of firearms - obtaining three quotes, starting the internal procurement process with all the required documents. Completing follow ups with relevant departments. Liaising with suppliers, confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office.
- Asset Management - compiling a combined inventory from all sites in the region. Conducting physical site verifications, completing a yearly site verification for Head Office. Comparing site inventories to the National Fixed Asset Register. Completing disposals of assets, regional transfers, cancellations of equipment rentals, site terminations
- Asset life cycle and ancillary cost management
- Management of site requirements ancillary services and consumption relating to subscriptions, airtime and consumables such as batteries
Head Office projects and assistance
- Assist National Project Manager with various projects relating to: Procurement, Cost saving projects, New procedures, Company changes
- Administration of IT Equipment and Employee Tools of Trade
Central point for Regional IT
- IT Procurement - Liaise with IT for the required quotes from Head Office IT starting the internal procurement process with all the required documents. Completing follow ups with relevant departments. Liaising with IT on confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office.
- Employee Tools Of Trade - completing New User Request with HR informs of a new employee needing equipment. Following up with IT if there is existing equipment or starting the process of procurement. This includes laptop, 3G, printers, and screens. Completing cell phone requests and following up. Ensure a fuel card request is completed for the new user.
Internal and External Audit
- Internal Audits - ensure all G4S paperwork is ready for all internal audits by the relevant departments. (Site Inventory Audits, Health and Safety Audits, Driver Evaluation Audits, ISO Audits etc)
- External Audits - ensure that all paperwork is ready for the yearly audit conducted by outside companies - mainly Asset Verification Audits
- Audit findings - address all audit findings and ensure close-out within timeframes required
People management and development
- Effective management of employees, in relation to specific job requirements and meeting of deadlines
- Regular goal review completed to assess achievement of results
- Support, coaching and mentoring is continuously provided to ensure that objectives are met
- Completed development plans for each employee
- Appropriate allocation of resources to meet operational demands
- Ensure that events/activities taking place in team are effectively communicated within team and to other teams requiring the information
- Ensure adequate succession plan to meet ongoing and anticipated business requirements
Health and Safety
- Participate in the design/ development/ review/ implementation and monitoring of the departmental safety plans for each year
- Participate in safety forums created by the company for example safety meetings and safety talks
- Report all safety incidents to the relevant people
- Discuss all safety incidents
- Follow-up on any activities assigned through safety meeting/committee/representative/management
- Attend safety education and refresher programs
- Comply with safety policies and procedures at the workplace
- Distribute safety information as and when required
The Ideal Candidate:
Qualification and Experience
- Grade 12
- Relevant Tertiary Qualification in Logistics, Supply Chain, Procurement etc
- Own vehicle advantageous
- Minimum 5 years Managerial experience (in a Logistics function) advantageous
- Knowledge of BBBEE Act, requirements and compliance advantageous
- Fleet Operations, Procurement and Management Experience essential
Skills and Attributes
- Computer Literate (MS Office & ChromeOS)
- Strong Financial Acumen
- Awareness of the market environment
- Delivering strategy & performance
- Driving change
- Leading people
- Attention to detail
- Working with complexity
- Managing professionally
- Customer Centric
- Collaborating and cooperating
We welcome applications from all suitably qualified candidates, but SA citizens will have a distinct advantage.
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