Operations Manager

Description

**OVERVIEW.** The primary mission of the Operations Manager is to develop and maintain an organization capable of operating warehouse and delivery functions in a safe and efficient manner. Also, He/she is expected to continuously seek ways to overcome obstacles to improve productivity, service level, quality, safety, efficiency, and creativity. The Operations Manager must promote continuous improvement in methods, systems, and procedures, while continuing to encourage teamwork, reduce expenses, and develop employee potential. **JOB DESCRIPTION.** Day–to–day Activities & Responsibilities: • Checking & updating the Sales daily order reports in the system/excel. • Taking care of Imports purchases & local purchases from the order reports. • Handling overseas shipments by liaising with the freight agents at the loading port and clearing agents at the Dar Es Salaam port. • Finding in the daily report list in the sheet “Local” & updating with the prices for the new orders from the suppliers & prepare a local purchase budget. • Sending local budget on weekly basis. • Maintaining hiring charges for the vehicle hiring for delivery of goods. • Keeping cash records and petty cash movement for any cash inwards and outwards. **Purchasing & Expenses:** • Planning & doing local purchases in the market for the existing orders once the funds are released. • Sending the daily expenses report at the end of the day or the next day morning with the purchases made. • Purchase receipts to be scanned and sent by email once the purchasing funds are over. • All purchases and fiscal company documents have to be filed in respective box files. **After Purchase & Delivery:** • Goods that have been purchased have to be taken photos & maintain in the records for future references & purchases. • Quality of the goods to be checked – before buying to avoid NC from the client. • Once the purchasing is done – planning deliveries to be made to the concerned client at their warehouses. • All delivery notes and a stamped copy of the invoice acknowledged by the client have to be filed in the proof of delivery file & to be emailed to the fellow colleagues. **Stock:** The below will be done in liaising with the warehouse team, by getting the reports from them; • Maintaining the stock report at the warehouse & keeping it up to date on a daily basis as the goods have been delivered from the stock. This report is done in excel and it has to be updated daily. There will be a column of current stock for the day and a second column for goods bought and a third column for goods delivered. This has to be done on daily basis. • Sending the weekly stock report (including the goods been sent/received from Mwanza & local purchases) • Ensure that loading and offloading are done safely. The staff is supposed to be protected and goods are supposed to be loaded safely in the vehicle to avoid any damage. It has to be ensured that goods are loaded as per the quantity of the invoice. **Freight consignment:** • Liaising with clearing and forwarding agents and freight forwarders for the status of all goods under clearance. • Arranging transport if required for bringing the goods to the warehouse. • Receiving the goods in the warehouse and counting if it matches with the Invoice and packing list. In case of any shortages please inform the management and raise this issue with the clearing agent. There are times that goods might be released at night, thus, we have to make sure that we stay and make arrangements to receive the goods at night so as to avoid storage charges at the port or airport. • Ensure for each import file and new hard copy file is created and all respective documents are filed in. • For items that are falling under TBS destination inspection, a visit has to be arranged with the TBS officer for either physical inspection or sampling. • Any other task assigned by the management **SKILLS AND QUALIFICATIONS.** • Masters/ Bachelor’s Degree in Operations Management, Supply Chain Management, or other related fields • Minimum of 3 years of supervisory or leadership experience preferably in a steel service center, metal processing/manufacturing environment, or other warehouse/distribution type industry. • Strong computer skills • Understanding of Lean Manufacturing principles.