We are SGS – the world's leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity. Our 93,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.Job DescriptionPRIMARY RESPONSIBILITIESTo oversee responsibilities of the day to day running of the branch, oversee staff and communication with clients, as instructed by the Operations Manager of the Natural Resources, Agricultural, Trade team. To effectively and efficiently perform the required functions of the division, particularly in relation to supervisory / management of the branch, liaising with customers, ensuring smooth running of daily operations, health and safety and activities of the branch. Co-ordination, co-operation and reporting to Operations Manager. Responsible for cost control of branch and adherence to instructions from reporting line manager.SPECIFIC RESPONSIBILITIESOversee and ensure the smooth daily operation of all activities of the branch.Supervise / manage the day-to-day operation and requirements of the branch, in relation to electricity, water, rent, maintenance, parking, etc related to NR Agri Trade operations. Ensuring costs splits for the different divisions are correct, for all related costs / invoices.Supervise / manage all the NR Agri Trade team, staff, with co-ordination with the Operations Supervisor and Senior Inspectors.Manage all client complaints ensuring they are efficiently recorded and closed off, as soon as possible.Check and approve invoices and act as the 1st approver for purchase orders based on approved quotes.Approve certificates if / when required.Approve quotes for testing or other services related to the inspections or the branch.Responsible for overseeing agricultural operations (along with operations supervisor and senior inspector) that may be required in Port Elizabeth and Namibia.Generate and issue quotes for any new task or clients and send updated quotes on an annual basis to all clients overseen from Cape Town.Maintain regular communication with clients/customers, providing updates on changes, delays, etc. Co-ordinate with local and international laboratories to ensure quick turnaround time of results for clients.Attend client visits for all fish, fish meal, fish oil, feed and grain clients across the Cape Town region regularly.Ensure the quality standards (GAFTA/ FOSFA) requirements are met by the branch.Oversee the invoicing, purchase order and IDN spreadsheets are updated daily by the administrators.Ensure required consumables for branch operations and inspection operations are ordered regularly or as needed, while adhering to the procurement policy of SGS.Control staff leave, expenses and overtime.Ensure all related documents are well controlled (personal files, staff training, health and safety awareness, any other training records and job files).Review and sign off all new jobs with operations supervisor, ensuring all limitations and scope are clearly communicated to the client, along with rates.Ensure all jobs are invoiced timeously each month. Perform random file reviews to document hours, dates, travel, accommodation costs, overtime, etc.Ensure adherence to Health, Safety and Environmental requirements (staff training, awareness registers signed by all staff, and records maintained).Maintain a safe working environment for staff.Act as the 16.2 appointee for the branch, as a requirement for the position.Provide weekly highlights and monthly comments for the business to operations manager.Ensure prompt and accurate reporting of incidents/complaints/claims to management.Oversee the maintenance of the sample storeroom and ensure it is kept in a good and clean state by all staff.Oversee the maintenance and usage of company vehicles.Ensure all staff have the necessary safety wear and order new safety wear when required.Approve or reject staff leave where applicable.Control all petty cash usage allocated for the branch and ensure compliance with the petty cash policy.Ensure staff submit overtime hours and casual timesheets on a weekly basis.Ensure all subcontractors' invoices are received on time each month, with POs requested and invoices submitted for payment.Ensure inspectors' staff weekly/monthly hours to Blu employment agency are submitted on time.Ensure adherence to International Standards (GAFTA / FOSFA / IFIA or other).Ensure adherence to standard operating and internal procedures.Ensure adherence to company Code of Ethics, e-Mail policies, etc.Attend or perform training as required (online, attendance or other).Submit monthly expense claims on due date via the Cape Town office.Adhere to all quality and safety requirements of the SGS management system and respective site/warehouse.Perform any other reasonable tasks as assigned by the direct line supervisor/manager or branch manager.Maintain a clean working environment and adhere to the company "5 S" policy.Ensure confidentiality of information is maintained.Apply Check status process and use the Stop Work Authority whenever the control of risks is not clearly established and understood.Comply with all SGS Health, Safety & Environmental and HR policies and procedures.At all times, comply with SGS Code of Integrity and Professional Conduct.COMPLIANCE & AUTHORITYUpdate operations manager regularly on new clients, new services being requested, complaints, staff issues, branch issues, revenue, and abnormal costs.Report any faulty and/or non-functioning equipment to the immediate manager.Each staff member has the authority to cease the use of any equipment that may be deemed hazardous.Report safety hazards and/or work that may affect the quality/safety of staff/equipment.Designate a backup person to handle responsibilities when off sick or on leave.Any person has the right to refuse work that may damage the environment and report such situations.Cease the use of any equipment that may be deemed a safety hazard.Cease work that may affect the quality of services and take action to address the issue.Initiate a formal improvement request when deviations of the system occur or when nonconformity is identified.Implement and maintain the quality system/procedures.QualificationsEducation – minimum grade 12/Matric with mathematics as a subject and necessary qualification/expertise with laboratory analysis.Fair knowledge of finance and administrative related background.Computer Literate (Microsoft Office, Word, Excel, etc).Experience with the fish, fish meal, grains and oil industry.Experience in inspection or laboratory industry.REQUIRED SKILLSExcellent problem-solving skills.Excellent interpersonal skills and the ability to work with a variety of personalities.Ability to consistently meet deadlines.Works well under pressure.Available to attend to incidents and urgent client issues after hours or weekends.Adherence to SGS customer care policy regarding timelines for responding to clients.Reply and acknowledge emails/instructions sent by operations manager or higher management team.Ability to work both independently and as part of a team.Superb organizational skills.Ability to multi-task and handle several issues simultaneously.Ability to maintain a positive and professional attitude when dealing with escalated issues.Must be motivated and not a timekeeper.Be available for adhoc work after hours/weekend if required for urgent management requirements.Polite and respectful nature, especially to fellow colleagues and clients.Thinks strategically.Translates strategy into actions.Influences internally & externally positively.Spreads positivity amongst staff and management.Co-operative with fellow staff and management.
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