Job category: Other: FMCG, Retail, Wholesale and Supply Chain
Location: Cape Town
Contract: Permanent
EE position: Yes
IntroductionWe are looking to recruit a permanent POD Clerk to work for United Pharmaceutical Distributors (UPD). The role will be based at the Cape Town branch and will report to the Department Manager (Dispatch).
Job Purpose: Responsible for ensuring that all documentation regarding P.O.D's are captured and filed accurately, are readily retrievable and that queries are resolved timeously.
Key Performance Areas: Capturing of POD's on the system and maintaining the flow of POD documentationAccurately filing all courier trip sheets, manual trip sheets, P.O.D's and waybills on a daily basisEnsuring that there's no outstanding POD's from DriversRetrieving necessary documentation from filing system as and when requiredEnsure that POD's are received timeously from courier companiesHandling queries relating to P.O.D's in respect of UPEX, and UPDDealing with manual Trip sheetsStock returnsEnsure high standards of housekeeping and cleanliness in your allocated areaDuties: Capturing of POD's on the system and maintaining the flow of POD documentationReceiving of copy trip sheets from print roomCheck all POD documentation received from Driver and ensure customer signature, date and time reflected on POD, return POD documentation to driver if not completed in fullCapture non delivery of POD documentation on the "POD outstanding list"Match original POD and trip sheet to the copy trip sheet received from print room and capture detail of the POD on the systemDuties: Accurately filing all courier trip sheets, manual trip sheets, P.O.D's and waybills on a daily basisMatch and capture POD with trip sheet, write route on the outside of trip sheet, sort in date order for scanningUPEX PODS and trip sheet get filed separately and boxedCourier POD must be captured, boxed and manual trip sheets filed weekly under month and datesMaintain the current filing system.All documentation to be filed on a daily basisDuties: Ensuring that there's no outstanding POD's from DriversEnsure that the copy trip sheet match with original, there is a count of how many customer on each trip sheetPOD receiving clerk need to count and check that each POD is signed, the date delivered and time delivered reflects on the POD documentCapture non delivery of POD documentation on the "POD outstanding list"This must reflect the customer name, drivers name, route, amount and cut off and reasonsEnsure a turn-around time of 48 hours on outstanding POD documentationIssue a monthly liability report to driver supervisor to recover damages from driversDuties: Retrieving necessary documentation from filing system as and when requiredRetrieving of documentation when required, for branches, finance, CSI etcEnsuring the filing is maintained once copies have been madeEnsuring that all documentation is stored in an easy retrievable fashionEnsuring that all members of the POD team has knowledge of the filing system and can retrieve the documents with ease.Scanning of POD's and filing in a box according to Batch numbersWhen retrieving PODs, do invoice tracking and check if POD is scanned and capturedEach invoice must be stored under batch number.Retrieve according to invoice number waybill number from internetEnsure archiving done off siteDuties: Ensure that POD's are received timeously from courier companiesForward couriers the outstanding list weekly and request outstanding POD'sSkynet, meet with Distribution manager to report on short POD's for distributionDuties: Handling queries relating to P.O.D's in respect of UPEX and UPDLocate invoice on the systemLocate scan date and log onto the internet to retrieve documentationLocate POD according to waybill noDuties: Manual trip sheetsReceiving of manual trip sheet from the relevant departmentSeparate filing of POD documentDuties: Stock returnsCommunicate with Debtors department to confirm stock returned from customerCancel PODCapture POD in the credit returns book, indicating customer name, date, invoice or delivery no, and reasons for returnForward credit returns book and stock to credit returns department, they sign for receipt of stockDuties: Ensure high standards of housekeeping and cleanliness in your allocated areaClean and tidy the work area during and at the end of each shift.Ensure that the POD area is equipped with the necessary materials, stationery, stamps, labels and lever arch files prior to the start of the shift.Ensure that the stationary is kept in an orderly fashion, is maintained where necessary and replenished during the shift if necessaryEvery working area need to be cleaned at the end of the daySkills:Knowledge: • Matric / Grade 12 or Abet level 4
• Warehousing and distribution industry knowledge
• Knowledge of UPD Systems
• Ability to work in a team
• Ability to work under pressure / time deadlines
• Honesty and integrity
• Attention to detail
• Flexibility and willingness to work overtime.
Experience and Education: 1 years experience in Pharmaceutical Industry preferableN.B: We endeavor to provide feedback to all candidates whenever possible, however, if you don't hear from us within 14 days from the closing date, please consider your application unsuccessful.
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