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13 May 2019

Full-Time Supervisor: Asset and Fleet Management

PMDMS – Posted by Boitumelo Pretoria, Gauteng, South Africa

Job Description

Job Summary:
To effectively and efficiently supervise Asset, Logistics, Inventory and Courier operations within Supply Chain Management (SCM) to meet business needs
Key Performance Areas:
• Procurement source documents are verified, captured and authorized, and the order is placed with the supplier
• Allocate item identification number for commodities, implement inventory techniques, determine stock levels, and maintain stock records
• Design and implement the warehouse infrastructure and select an appropriate storage system
• Plan, coordinate and facilitate the stock-take
• Develop and implement asset disposal management plan
• Report on supply chain management information required to internal and external stakeholders
• Utilise the SCM system for provisioning, procurement, stock control and reporting
• Compiles and monitors the fixed asset register efficiently to enable effective record keeping
• Assists in disposal of assets through identification and coordination of disposal committee meetings
• Assist with compilation of comprehensive asset management plan
Coordinates the annual physical verification within SAWS in line with the Verification Plan
• Maintain and update the asset register with additions, movements and disposal of assets
Allocate new barcode to newly procured assets
• Movement of assets is properly maintained
• Reconcile the asset register against general ledger and asset verification reports
• Check asset clearing account and monitor all asset related account on JDE or ERP system
• Provide information and supporting documents on asset transactions to be journalized
• Identify assets which must be re-evaluated
• Ensure that annual asset verification is conducted
• Ensure that the asset register is valid, accurate and complete
• Identify and coordinate disposal of redundant, obsolete and unserviceable for disposal
• Monitor all asset transfer within the SAWS office and other beneficiary
• Compile and coordinate asset requirement plan and asset additions report
• Ensuring that proper control systems exists for asset management to eliminate theft, losses, wastage and misuse
• Attending all fleet bookings and ensuring that duly approved trip authority is obtained before the vehicle leaves the premises
• Ensuring that vehicles are not over or under-utilized
• Monitoring periodic service to the dealer
• Reconciliation of fuel consumption for payment
• Performing pre and post inspection and report any defects
• Randomly tracking the movements of vehicles
• Ensuring that all invoices are paid on time
• Traffic infringements identifying the responsible drivers to pay the fines
• Coordinator and reporting all motor accidents, lost and damages of assets and funeral benefits to our insurers
• Follow up on outstanding claim settlements
• Monitoring collections and delivery time frames
• Reconciles assets utilising information from monthly reports sent through by regional Asset Champions
Adheres to the re-evaluation process in order to re-valuate assets and motivates decision
• Implements and monitors asset management policy ensuring adherence to this policy
• Creates a register for expensed assets
Assesses the condition of assets and in conjunction with Departmental Managers makes recommendations to Manager on whether to dispose of the asset
• Receives an authorised purchase requisition with the relevant budget attached
• Selects the suitable supplier from the quotations received
• Places a request for quotation from the identified suppliers on the database on a rotational basis
• Requests quotations and submits to End User to select the most suitable supplier
• In cases of suppliers not being on database / capacity to provide resource required sources relevant supplier
• Creates a purchase order to confirm agreement for the services and/or goods to be procured
• Notifies the supplier that they have been selected and liaise with the supplier to determine the timeframe for delivery of the goods or services
• Follows up on all outstanding deliveries and unfulfilled orders
• Communicates the status of the orders with the End User
• Adheres to applicable policies, procedures and legislation in the procuring of goods and services
• Procures goods and services within the allocated time frame
• Insures all new assets acquired by providing detailed descriptions of all new assets acquired
• Submits a fixed asset register to the Insurer on an annual basis and ensures that all company electronic equipment for employees is insured
• Processes all insurance claims for damaged and lost company electronic equipment of employees
• Ensures that all documentation for insurance claims is attached and that all claims are authorised by the Finance department
• Files all documentation and follows-up on insurance claims in order to close files upon settlement of claims
• Generates insurance claim reports on monthly basis and submits to Manager
• Updates returned electronic equipment upon resignation of employees and verifies these assets with Information Technology
• Supervises vehicle maintenance, services and repairs according to the lease agreement
Verifies monthly rental and fuel expenses submitted prior to payment
• Prepares monthly reports on all leased vehicles within SAWS for submission to Manager
• Makes recommendations to conduct mechanical repairs to vehicles internally or externally through assessment of damages, perusal of warranties and quotations received
Checks monthly rental invoices against Lease Agreements to prevent payment of rentals for expired vehicles
• Investigates the misuse of company vehicles reported and submits investigation report to Manager
• Facilitates the timeous payment of traffic fines by the responsible driver
• Manages warehouse inventory in line with the warehouse plan
• Checks goods upon delivery to warehouse for correctness and quality
• Allocates item identification numbers for goods and maintains stock records
• Supervises the dispatching of stock from the warehouse to the regions to ensure correctness
• Keeps the end user informed of the status of goods through efficient tracking and tracing
• Coordinates the bi-annual stocktaking of inventories within SAWS effectively and efficiently
• Monitors Suppliers’ performance in terms of service delivery
• Assists with the submission of claims to the Service Provider for lost or damaged goods • Prioritization of vehicle allocation based on operational needs

Job Requirements

National Diploma in Supply Chain Management, Purchasing Management, Logistics Management, Finance (NQF 6) or equivalent • A minimum 2 years’ supervisory experience • A minimum 5 years’ relevant experience in Supply Chain; with 2 years of Bid management experience; solid understanding of demand/acquisition management and executing demand management strategies

Job Categories: Environmental. Job Types: Full-Time. Salaries: Market Related.

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