Lubricants Stock Integrity & Exports Coordinator - SVLK at Vivo Energy

Job Purpose

This role is to ensure the integrity of transactions LOBP stocks (physical vs accounting outputs)

• timely reconciliation of finished goods stocks.
• timely daily reconciliation of stocks and variance explanation signed off.
• LOBP Focal Point LOBP for creating new customer in SAP.
• Export order coordination.

Continuous spot stock audits to ensure FIFO compliance.

Main Accountabilities:

Stocks Management.

• Ensure accurate handover of finished products from filling floor to warehouse daily.
• Ensure daily finished goods inventory reconciliations both SVLK and VEK inventories of goods under SVLK control.
• Ensure daily close out of inventory cycle count differences.
• Continuously review shelf life and state of finished goods and packaging materials in LOBP to prevent obsolesce. Liaising with laboratory and production teams to undertake any corrective actions to salvage absolute write off.

SAP Transactions Management.

• Responsible for the integrity of SAP finished goods transactions (book vs physical) between physical and SAP book stock. Follow up for daily closure of any differences.
• Conduct SAP transactions integrity checks on a weekly basis and highlight any open/incomplete transactions. Monitor the actions necessary to redress the anomalies SAP.
• Oversee monthly stock take and pre stock activities to ensure all process orders and purchase orders are closed before stock take and ensure timely and accurate posting of monthly counts in SAP.
• Undertake process integrity reviews/audits monthly for all inventory transactions in SAP against physical documents processed for these transactions to verify process integrity.

Export Markets Co-ordination.

• Review export trucks availability as per ERD’s to ensure timely and accurate dispatch as per loading order. Follow up corrective action with Logistics Manager and planning to optimize performance and improve OTIF.
• Review all received export PO’s from planning teams and maintain a tracker for executed orders and pending orders with clear action plans. Follow up on comments in back-order report made by planning.
• Follow up on export documentation with clearing agents to ensure timely release of export trucks from the depot. Manage all copy documentations and archive for safe custody.
• Coordination of weekly Export OTIF RCA.
• Ensure transfer of all export deliveries within the month to the expo location (SAP) to achieve OTIF KPI.
• Ensure that there are optimal stocks at MSAT enough to cover Exports through timely communication sent weekly and advising the planning department on the NIL and LOW stocks in MSAT on a weekly basis.

Account Management.

• Focal point for creating new customer accounts in LOBP.
• Coordinate releases as per MoA in case of manual loading request, back-order release, and manual invoicing for release from the depot.
• Monthly circulation of block invoice of all loadings done within the month to export markets to ensure timely payment and release of accounts.
• Manage monthly capturing of orders and following up raising of all credit notes in SAP for all pricing variances in the system per market as per procedure.
• Ensure daily circulation of the sales performance tracker ensuring visibility of the monthly sales forecast and pending open orders to load and invoice out to meet the business sales plan.
• Coordinate the weekly export order review meeting with planning teams to ensure customer gets products on time in full.
• Communicate readiness notification to all export customers after confirmations of availability of all products by the planning teams and production teams in the weekly review meetings.
• Fill in for Logistics Manager in times of absence. Make executive decisions, hold meetings, and provide accountability.

IPS Management.

• Ensure accurate Inward Processing scheme (IPS) end to end weekly reconciliations.
• Ensure the integrity of IPS transactions in SAP. Monitor the FG invoicing and actions necessary to redress anomalies in SAP.
• Maintain a tracker for IPS executed orders and pending items with clear action plans.

Requirements

• Minimum Degree in supply chain management or Equivalent
• Experience in operations 2 years and above.
• Experience in Accounting and or Audit processes will have an added advantage.
• Good communication skills with both colleagues and third parties
• Customer service experience and exposure to handling freight forwarders will be an added advantage.
• Ability to work under pressure, long and odd hours including weekends when necessary.
• SAP Knowledge preferred.

Functional Competencies:

• Manage and Drive and Own performance - Knowledge
• Work and lead in Teams - Knowledge
• Exports Co-ordination and Administration - Skill
• Compliance, control & exposure management - Knowledge
• Logistics Management - Skill
• Customer Management - Knowledge

Leadership competencies

• Seeks and provides feedback
• Passionate about Logistics and warehousing
• Customer focused while being Cost & Safety conscious.

Key Challenges:

• Ensure controls are always adhered to.
• Timely and accurate dispatch of finished packed products.
• To act as the CSC-Depot focal point for LSC in coordinating export deliveries.
• Export truck turn around and Gate to Gate management process.
• Ensure timely and accurate documentation of all orders to eliminate delays and customer complaint.
• Work and lead in Teams.
• Management of Communication and External stakeholders Expectations.
• Management of IPS.