Stock and Admin Controller

Main Purpose:

The incumbent must meet the following basic requirements of the position:

• Sound knowledge of stock accounting process and system
• Possesses a good knowledge of inventory management
• Be able to communicate at all levels internally and externally
• Capable of time management and accurate reporting
• Must be able to plan and organise
• Must be able to work independently and with minimum supervision
• Must actively take part in HSSE management activities
• Must have knowledge of basic business principles e.g. communication skills, interpersonal relations, good command of English both written and spoken etc.
• Must have Computer skills
• Must be able to cope under pressure

  ROLES AND RESPONSIBILITIES:

Health Safety and Environment (HSE)- 25%

Assist Terminal Manager with the implementation of HSSE Management system Record and Report unsafe practices and occurrences in the depot Assist with daily safety briefing of staff when necessary Participate in Safety meetings on a monthly basis Conduct safety observations in the depot Assist with Safe Loading Passes (SLP) verification for all road tankers intending to load at the depot

Stocks and Accounts Control- 40%

• Complete daily reconciliation of physical stock and book stock for ground fuels and aviation products, ensuring all product movements are accounted for.
• Sign off Daily Recons of both Road and Rail Dispatchers Witnessing the month end dips for Operations Assist in training on TMS and be the Champion for the use of TMS at the depot Assist in Stock Audits Monitor and control TMS Transactions and balancing Review, verify and signing off the Oil Companies physical balances Assist with updating and Balance Product Loss/Gain movements daily Review and verify signed off Sales order movement Register -
• Daily Produce preliminary stock report and assist Inventory manager with statistical report for Walvis Bay depot Assist with handling of queries from OOCs pertaining to stock – maintaining a query logbook Ensure that all deadlines in Admin Department with regard to Stock control and management are met for the depot Act as the focal point for stock control

General Administration and Operational Excellency-35%

• Assist with Overtime capturing and control process (scrutinize overtime records and register and ensure that they are current and within target) Ensure all filing pertaining to stock control and other admin activities are done on daily basis.
• Assist with Overall Month-end Close-off Stocks Assist Inventory Manager to Produce daily and monthly stock reports with all verifications and explanations
• Assist with Opex control report and cost allocation Perform other administration activities as directed by the Line manager

SKILLS AND REQUIREMENTS:

Education:

• Grade 12
• Tertiary Qualification preferably in Logistics, Business, Marketing or Accounting will be an advantage.

Experience:

• Possess a sound knowledge and on the job experience in Depot operation.
• At least 3 year of experience in similar position preferably in Stocks management or logistics. Ability to work independently and with diverse teams.
• Experience in Oil Industry is crucial to this role
• Good understanding of transport module

Skills:

• Ability to generate and interpret stock reports
• Interpersonal skill and ability to lead others is preferred
• Computer literacy

Key Relationships and Department Overview:
 

• Internal – Terminal Manager, Supervisors, Dispatchers, Inventory Manager, HSSE Coordinator, HR Manager, Country Operations Manager
• External – Customers (Oil Companies).