Inventory & Systems Coordinator (Port Elizabeth) at Aspen Pharma Group June, 2024

Job purpose

• Manage warehouse enquiries that are inventory related.
• Provide a flexible, reliable, and efficient inventory and system support with fast turnaround time and timeous communication.
• Systematically reduce the handling of product to minimize damages and losses.
• Track and manage inventory accuracy by planning and managing regular cycle counts in warehouses to ensure that physical stock matches systematic stock at all times.
• Investigate and report on cycle count variances and possible root causes.
• Propose and manage inventory accuracy initiatives.
• Assist in the planning and management of full stock counts (mid-year and financial year-end).
• Manage and coordinate stock ageing reports to determine whether the stock needs to go for retesting or for destruction.
• Track and Trend daily stock accuracy between EWM and ERP
• Resolve any discrepancies between physical stock and systematic stock.
• Drive adherence to all housekeeping and warehouse KPI’s.
• Maintain a safe and healthy work environment by establishing, following, and enforcing standards and procedures and complying with legal regulations (GMP/GWP standards)

Responsibilities

Inventory and Systems Health

• Drive and assist in scanner training and awareness in the warehouse.
• Perform monthly and quarterly warehouse audits on inventory and system health.
• Track, trend, and report on stock ageing.
• Drive the destruction process with warehouse managers and controllers.
• Track, trend, and report on overdue open reservations.
• Manage and report on open and overdue STO’s to drive stock accuracy.
• Message Queue Management – Assist in resolving queues and also training others on how to resolve message queues.
• Interim Bin Management and Reporting – No Stock should be interim bins longer than 3 days. Interim bins to be empty for stock takes.
• Cycle and stock counting – Manage and plan cycle and stock counts and ensure they are done on scanners. Develop and implement cycle count plan. Develop and implement mid-year and year end stock take plan. Support and resolve queries raised during cycle and stock counts.
• Difference Analyzer – Manage difference analyzer.
• Internal Systematic Movements – Track, trend, and report on stock variances on a monthly basis.
• Support in preparation for and during financial, legal and compliance audits in the warehouse
• Completes system updates and quarterly/annual audit work and preparation.
• Drive training and adherence to business rules to support stock rotation in the warehouse.
• Manage and drive stock accuracy in the warehouse to support Material Requirements Planning and production.
• Support in scoping and executing critical improvement projects within supply.
• Manage and report on Obsolete and slow-moving stock.
• Update Material Master and Bin Master as required.
• Drive standardization and adherence to inventory and system policies and standards. Ensure returns are processed quickly and accurately.

Business Support

• Manage, resolve, or escalate all warehouse queries around inventory and systems performance in a timely manner.
• Manage, resolve, or escalate all stakeholder queries around inventory and systems performance in a timely manner.
• Identify skills and system gaps and create or update training documents to mitigate.
• Train users on new processes and system.
• Drive training and or refresher training to empower and upskill warehouse users.
• Alerts and reports to management on process and system failures.
• Support the Warehouse Managers with the maintenance master data in ERP.
• Work closely with cross-functional teams to integrate inventory management with other business processes.
• Manage and implement ad hoc requests and projects from Management.
• Proactively control the risks associated with inventory.
• Ensure that the Standard Operating Procedures relating to the management and control of inventory are known, understood, and followed. 

Inventory Projects

• Drive continuous improvement for inventory and systems.
• Ensure training occurs for new inventory and systems improvement plans.
• Implement, manage, and monitor inventory accuracy projects.
• Collaborate and communicate with various departments on their inventory and system needs.
• Drive automation of processes for inventory and systems.
• Participate in Material Master Clean-up and maintenance projects.
• Plan, implement, execute, and maintain physical inventory count team across warehouses.
• Review and recommend to ERP Master Data to drive system and process optimization (e.g. lot sizes, total replenishment lead time, ERP controllers etc.)

Requirements

Skills Required

Background/experience

• Minimum National Diploma in Supply Chain Management, Industrial Engineering, Logistics or similar (Bachelors degree preferred)
• 3 – 5 years relevant experience in a supply chain or warehouse clerical role

Specific job skills

• Knowledge of Pharmaceutical, Food and or FMCG manufacturing processes and operations environment.
• A sound knowledge of relevant quality working standards & safe working procedures as well as the requirements of the Health and Safety legislation (OHS Act and in accordance with your specific SHE appointment), also including GWP and / or cGMP, GDP, and safe work practices.
• Proficient in Microsoft Office Suite (including Excel), SAP, warehouse management systems and database systems.
• Experience in inventory control process

Competencies

• Meeting Deadlines
• Planning and organizing
• Flexible and Adaptive to Change
• Operations Analysis
• Collaborative Approach
• Problem-solving
• Time Management
• Accuracy and attention to detail
• Strong numeracy skills
• Supply Chain
• Inventory Management
• Warehouse Management Systems (WMS)
• Enterprise Resource Planning (ERP)
• Planning and Organizing