Company Description
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 Description
PRIMARY RESPONSIBILITIES
To 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 RESPONSIBILITIES
Oversee 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. Ensuring cost splits for the different divisions are correct for all related costs/invoices.
Supervise/manage all the NR Agri Trade team staff, with coordination with the Operations Supervisor and Senior Inspectors.
Manage all client complaints and ensure all complaints are efficiently recorded and closed off as soon as possible.
Check and approve invoices and act as the first 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.
Oversee agricultural operations (along with operations supervisor and senior inspector) that may be required in Port Elizabeth and Namibia.
Check and issue quotes. Generate and issue quotes for any new tasks or clients. Send updated quotes on an annual basis to all clients overseen from Cape Town.
Maintain regular client communication. Provide updates on changes, delays, etc. Coordinate 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 on a regular basis.
Ensure quality standards (GAFTA/FOSFA) requirements are met by the branch.
Oversee invoicing, purchase order, and IDN spreadsheets are updated daily by the administrators.
Ensure required consumables for branch operation and inspection operations are ordered regularly or as required, 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, etc).
Review and sign off all new jobs with operations supervisor, ensuring all limitations and scope are communicated to the client, along with rates.
Ensure all jobs are invoiced in a timely manner. Perform random file reviews. Document all hours, dates, travel, accommodation costs, overtime, etc. in each job order file for review.
Ensure all Health, Safety, and Environmental requirements are adhered to/met.
Maintain a safe working environment for staff.
Act as the 16.2 appointee for the branch, as required for the position.
Provide weekly highlights and monthly comments for the business to the 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 cardholder adheres to the petty cash policy.
Ensure staff submit overtime hours weekly, and casual timesheets are received on a weekly basis.
Ensure all subcontractors' invoices are received on time each month, POs requested, and invoices submitted for payment.
Ensure the inspector's/staff weekly/monthly hours to the Blu employment agency are submitted on time each month.
Ensure adherence to International Standards (GAFTA/FOSFA/IFIA or other).
Ensure adherence to standard operating and any internal procedures.
Ensure adherence to company Code of Ethics, e-Mail policies, etc.
Attend or perform training as required.
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. Adhere to the company "5 S" policy with all working areas.
Adhere to treatment of confidential information.
Apply Check status process and use the Stop Work Authority whenever the control of risks is not clearly established and understood, where applicable.
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 & AUTHORITY
Update operations manager regularly on any new clients, new services being requested, complaints, staff issues, branch issues, revenue, abnormal costs, etc. Coordinate and oversee the operations supervisor, senior inspector/s, inspectors, and administrative staff to perform their duties correctly and timely.
Report any faulty and/or nonfunctioning equipment to the immediate manager.
Each staff member has the authority to cease the use of any equipment that may be deemed to constitute a safety hazard.
Report safety hazards that may affect the quality/safety of staff/equipment.
Designate a backup person to handle responsibilities when someone is off sick or on leave.
Any person has the right to refuse to perform work that may damage the environment and report such a situation.
Cease the use of any equipment that may be deemed a safety hazard and take action to address the hazard.
Cease to carry out work that may affect the quality (integrity) of services and take action to address the issue.
Initiate a formal improvement request when a deviation of the system occurs or possible improvements are identified.
Implement and maintain the quality system/procedures.
Qualifications
Education – 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 SKILLS
Excellent problem-solving skills.
Attention to details.
Excellent interpersonal skills and 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 and reachable on mobile for urgent issues.
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.
Adhoc work after hours/weekend if and when required for urgent management requirements (within reasonable hours).
Polite and respectable nature, especially to fellow colleagues and clients.
High level computer skills (Word, Excel, PowerPoint).
Thinks strategically.
Translates strategy into actions.
Influences internally & externally positively.
Spreads positivity among staff and management.
Co-operative with fellow staff and management.
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