Warehouse Administrative Assistant -Kilinto

Position Title: Warehouse Administrative Assistant

Job Purpose:

The Warehouse Administrative Assistant is responsible for booking the goods receipt and goods issue to accurately keep track of stock administratively in the system and align with physical movement in the warehouse. He/ She is responsible for managing and evaluating daily activities of receiving and issuing different items and helping the warehouse coordinators with all activities of warehousing by cross-checking and registering the receiving and issuing of items timely on ERP and WMS systems based on evidence from warehouse coordinators and security data.

Key Responsibilities

• Act in accordance with the safety regulations.
• Report accidents, incidents, near misses, unsafe conditions, and behaviors.
• Stimulate an open environment where safety is put first, by sharing safety concerns, acting as an example, and addressing each other on safety.
• Lead by example on safety and sustainability
• Provide feedback to co-workers in case of unsafe or unsustainable behavior
• Execute activities according to the weekly plan.
• Monitor deviations from the plan and escalate to the team leader if needed.
• Make sure that there is enough supply in the store and inform if there is shortage by checking the balance on system against physical report Data.
• Allocate on a daily basis the available resources (staff, space, and equipment) to warehouse activities.
• Control that planned activities are being carried out by monitoring the progress of the warehousing activities, in terms of tasks completed, pending and expected. Reallocate resources or escalate to team leader when necessary.
• Receive or issue Raw Materials/chemicals/PMS/RPM/products etc on system and check balance of physical count with system balance using evidence for physical receipt from warehouse coordinators and security for entrance.
• Responsible for all paperwork relating to items movement and file them based on transaction types (purchase receipts, sales shipment, purchase receipt, Zone Movement, transfer shipments, Transfer Receipts ) properly at proper place.
• Reconcile available stock data with ERP data and WMS available stocks.
• Ensure the sustainability of office 5S and standards. Serve more than 35 clients per shift
• Align with customer service representatives, finance team and outsourced gate controller team on receiving and posting of any items.
• Ensure the minimum residence time of customers and own drivers to improve the TRT KPI
• Check incoming and outgoing goods against shipping documents.
• Correctly register goods movements.
• Perform analysis for inventory discrepancies and bring discrepancies to the attention of the team leader for correction.
• Analyst can do a full root cause analysis. Correctly register scrapping and write-off.
• Prepare inventory control dashboard and freshness report for finished products weekly.
• Ensure circulation report delivered monthly for RPMs or prepare stock position report (SPR) and Obsolete item report for inbound items OTIF.
• Provide Justification for any pending transfer, sales, and purchase orders posting and report them timely.
• Monitor and control proper physical storage conditions to preserve the quality of the goods.
• Regularly inspect the outer packaging quality for incoming and outgoing goods.
• Performs root cause analysis on stock quality issues.
• Follow all procedures related to quality, hygiene, food safety, and traceability.
• Check that FEFO, traceability, and freshness of products are properly followed by counter checking physical movement with system movement.
• Administrate RPM and register site loss within logistics
• Ensure all the warehousing assets and equipment are maintained in good working condition according to the applicable regulations. Ensure all the available assets and equipment are properly used according to the specifications.
• Initiates actions to improve in safety, warehousing processes, assets, stock quality, and/or inventory management.
• Participate in TPM improvement activities.
• Convert all warehouse standards and procedures into SWUIP Guide (Digital tool) to create more visibility and become connected brewery.
• Capturing data of truck residence time and daily operation, submit the report on a daily basis, and deploy on Power BI.
• Ensure data is recorded in the system correctly and on time to enable management reporting.
• Prepare a report of wrong delivery, overage and shortage, and damage to materials if it happens.
• Prepare daily performance report for finished goods, Raw materials, and PMS material delivery
• Actively be part of the team. We only win together. Work on personal development via own PDP.

Job Requirements

Education

• Bachelor’s degree in Business or related

Experience and skills required

• >1 year of experience in Administration or Logistics, experience in FMCG is an added advantage