Operations Manager (Namibia)

Description

The Operations Manager is responsible for overseeing the entire business operation in Namibia, ensuring smooth functioning across sales orders, inventory management, distribution, administration, staff management, and customer relations. This role plays a pivotal part in the growth and profitability of the organization, maintaining operational excellence, and implementing corporate governance standards.

Key Responsibilities:

• Manage distribution and warehouse functions to enhance the organization's growth and profitability.
• Oversee sales ordering and inventory operations, ensuring efficient management of inventory, HR administration, staff, and customer satisfaction.
• Investigate, implement, and enforce company policies and procedures to facilitate sustainable growth and profitability while upholding corporate governance standards.
• Adhere to company and group policies and procedures, ensuring efficient work management and adherence to high standards set by the Group.
• Address stakeholders' needs effectively and cultivate positive relationships with colleagues and all company stakeholders.

Detailed Responsibilities:

General, Admin, and IT:

• Update management on major tax, labor, and economic issues in Namibia.
• Ensure overall tidiness of offices and warehouse.
• Resolve warehouse/distribution issues promptly.
• Manage warehouse/distribution expenses and ensure compliance with company policies.
• Assist auditors with audit information requests and ensure smooth audit function.
• Contribute to annual budgets and forecasts.
• Provide on-site IT support and source equipment locally.
• Safeguard company information and data in compliance with IT security policies and legislation.
• Conduct meetings with the local management team to discuss monthly financials and provide feedback to the executive team.
• Analyze monthly sales to maintain service levels.

Warehousing:

• Ensure safekeeping of stock in the warehouse according to security policies.
• Supervise inventory management and safety regulations adherence.
• Monitor security cameras and ensure proper backup of footage.
• Adhere to company policies regarding invoicing/credit notes.
• Manage stock levels through effective analysis and forecasting.
• Process all Goods Received Notes promptly and maintain accurate records.
• Review supplier performance and report any discrepancies.
• Ensure adherence to stock control procedures and minimize risk.
• Control expenses related to pallet management and advertising/promotional material.

Distribution:

• Ensure regular vehicle inspections and maintenance.
• Maintain roadworthiness of vehicles and renew licenses.
• Implement measures to prevent misuse of warehouse vehicles and resources.
• Report on fuel usage and accidents/breakdowns promptly.
• Ensure deliveries are executed according to the Fixed Delivery Schedule.
• Review delivery schedules to maintain good service levels.
• Source third-party transport when necessary.

Company Assets:

• Ensure proper maintenance of company assets.
• Supervise and safeguard company vehicles and equipment.

HR and Payroll:

• Oversee warehouse and distribution staff, ensuring compliance with policies and procedures.
• Motivate, discipline, and assist staff as needed.
• Handle staff matters, recruitment, and appointments.
• Address training needs and ensure efficiency of admin/warehouse/distribution functions.
• Manage leave records and performance appraisals.
• Assist with payroll processing and statutory deductions.

Cash and Banking:

• Establish control procedures and security measures to safeguard cash.

Customers and Debtors:

• Follow up and resolve customer claims promptly.
• Build and maintain good relationships with customers.

Suppliers and Creditors:

• Assist with supplier queries and maintain relationships.
• Manage operational costs within the approved budget.
• Refer expenses exceeding the budget to the executive team for approval.
• Ensure contracts with suppliers or third-party contractors are approved by the executive team.

Requirements

• Bachelor's degree in Business Administration or a related field.
• 5-7 years of progressive experience in operations management.
• Strong leadership, communication, and problem-solving skills.
• Proficiency in relevant software and tools.
• Knowledge of quality management principles.
• Adaptability, integrity, and results-oriented mindset.

Closing date : 13 March 2024