DSV - Global transport and logisticsIn 1976, ten independent hauliers joined forces and founded DSV in Denmark. Since then, DSV has evolved to become the world's 5th largest supplier of global solutions within transport and logistics. Today, we add value to our customers' entire supply chain by transporting, storing, packaging, re-packaging, processing and clearing all types of goods. We work every day from our many offices in more than 80 countries to ensure a steady supply of goods to production lines, outlets, stores and consumers all over the world. Our reach is global yet our presence is local and close to our customers. Read more at www.dsv.com
Location: ZAF - Centurion, Slate Rd (Iveco, Solutions)Job Posting Title: Administrative Specialist, Operations, Solutions - 36501Time Type: Full Time
LOCATION : Centurion
BASIC MINIMUM REQUIREMENT : Matric or equivalent
ABET : Essential - Min of ABET Level 4 Literacy and Numeracy or equivalent test
TERTIARY QUALIFICATION : Advantage - Finance/ Accounting / Administration Certificate
COMPUTER LITERACY LEVEL : MS Suite - Intermediate
ADDITIONAL COMPUTER SKILLS :
SAP ERP / Webcost / ICS or similar systems
DSV WMS (advantage)
DSV Recap System (advantage)
JOB-RELATED REQUIREMENTS ;
Commercial & financial: Sound general financial acumen and experience in adherence to budget and service level agreements (min 1 year/s);
People skills including interaction with various departments and levels in business and exposure to mandatory labour regulations (min 1-year experience);
Communication, diversity & stress management skills to successfully work with all levels, age groups and cultures of people – both internal and external (min 1 years);
Supporting and Co-operating including working well with people and adhering to ethics, principles and values;
Organising and Executing which includes planning, organising, delivering results & adhering to processes & procedures within defined job description;
Operational Min 1 year/s experience assisting with Ops Admin, including query management, client liaison, general reports including KPI’s, daily stats, document control in a logistivs environment;Min 3 years’ experience in warehouse operations and/or related finance support
Reliable transportation to work
English Communication - clear and professional use of the English language in written and verbal mediums;
High quality of work - accurate, complete and thorough content in neat and easy to understand format.ADDED ADVANTAGES :
Ability to liaise directly with internal and external client clearly and professionally
Ability to work in a team and be a good team player
Able to work with minimum supervision
Effective communication skills
Experience in warehousing environments
Must be able to meet all deadlines.
Team Player
Organized
Deadline Driven
Reliable
Attention to detail & accuracy essential
Neat work results
Analytical and problem-solving skills
Understanding of warehousing & production environment
Knowledge of QMS (Quality Management System) & SHEQ (Heath, Safety, Environment & Quality)
WMS, ERP and financial systems experience
MAIN PURPOSE OF THE ROLE :
This role is to effectively support site operations with regards to purchasing of general warehouse consumables and managing supplier invoices to ensure payments are adequately made, raising billing to client, collating staff timesheets, keeping an updated records of assets, controlling the debtors book, supporting quality management with quality representative, recording of operational key statistics (orderliness, staff, space, overtime etc) and financial reporting to branch manager. As well as:
Financial reporting
KPI & SLA reporting
DUTIES & RESPONSIBILITIES :
Purchasing compliance
Ordering management including ensuring packing lists are completed accurately, invoices print on time and match confirmed packing lists;
Distributions of stationary/ hardware/ packaging materials, etc., to Ops
Control & distribution of PPETimesheet/ Labour Invoices
Capture relevant DSV staff timesheets, overtime, leave forms & claims
Timeous submission of timesheets to Labour Broker / Payroll
Ensure weekly invoices are received from Labour Broker on time and verify cost against approved timesheets.
Raise all anomalies raised by administrator with Branch Manager / Labour Broker/ HR
Asset Procurement
Monthly review of asset register. Verify/sign off on all new assets loaded monthly
Conduct quarterly audits
Report back to Admin Manager and Branch Manager on asset audit findings and status
Invoicing
Raise weekly/monthly invoices to client timeously
Update the monthly invoicing schedule, invoicing template and debtors report accordingly
Ensure all supporting documentation uploaded on Debtors Invoicing System
Ensure all invoices submitted on Debtors Invoicing System (as per schedule)
Update Invoicing system with SAP invoice numbersWebcost
Review all coding and ensure first time right
Adhere to webcost timelines
Review Webquery report weekly and action queries
Raise Webqueries timeously where necessary
Follow up on credit notes / invoices etc from suppliers
Escalate any supplier concerns to Admin managerDSO Management
Review DSO Report and follow up on outstanding balances
Maintain a healthy relationship with the customer
Give feedback to Admin Manager on progress
Financial Reporting/Analysis
Ensure all financial reports are reviewed, investigated and signed off by the branch manager
Report all anomalies to Admin Manager
Respond to P&L queries timeously and investigate where necessary
Review P&Ls and submit journals to Shared Services
Review P&L’s with branch manager monthly on workday 5
Prepare SKF reporting and ensure sign off is done by branch manager monthly (order-lines, space used versus available etc)
Collate & present monthly financial performance report on operations
Liaise with Branch Manager on Manning, Equipment & other high costs monthly
Prepare Equipment Schedule ReportKPI Reporting
Tabling actual KPI data from business in agreed format
Alerting operational management & admin supervisor to major variances to SLA KPI's
Table reasoning for any major variances in KPI's and providing that to Admin and Branch Manager
General reports including KPI’s, daily stats, order fulfilment, stock investigations, document control in a warehouse environment;
Support for ISO Quality Management processes
Distribution Reporting
Submit distributions claims on behalf of the client to ensure timelines are adhered to as per the process.
Analyze and submit the Shipment Analysis report to the client as per monthly requirement and billing purposes.
Analyze and submit the transit analysis report for KPi and SLA reporting to the client and management monthly.
Branch Support
Support for ISO Quality Management processes
Support Branch Managers with all finance and administrative requirements
Prove to have assisted the branch managers in improving administration within 6 months
Disclaimer: Due to the high volume of applications received, only shortlisted candidates will be contacted. Should an external candidate not hear from us within four (4) weeks following their application, they should consider their application unsuccessful. Strictly fair and non-discriminatory selection procedures will be followed. We use Affirmative Action (AA) measures in an endeavor to redress the disadvantages in employment experienced by designated groups. Where possible, preference will be given to candidates from the designated groups as defined in the Employment Equity Act and in line with DSV’s Employment Equity plans. DSV reserves the right to defer or close a vacancy at any time.
DSV – Global transport and logistics
DSV is one of the very best performing companies in the transport and logistics industry. 56,000 employees in more than 80 countries work passionately to deliver great customer experiences and high-quality services – as part of the operation or in a variety of supporting roles. If you have drive and talent and enjoy responsibility, we’ll give you the support you need to explore your potential and forward your career.
Read more at www.dsv.com
