M&R Storeskeeper

Position Summary:

The incumbent is responsible for the efficient Procurement and Inventory management of all goods and services utilized by the Engineering Department to effectively perform all functions. Goods and services shall include, but not be limited to spare parts, materials, tools, new equipment and contractor services as required for the repair, improvement of maintenance equipment and plant infrastructure.

Duties & Responsibilities:

• Conduct procurement for all goods and services utilized by and which fall under the purview of the Engineering Department;
• Obtain quotations and prepare purchase orders, get the necessary approval from internal stakeholders and submit to suppliers with 48 hours of the RFQ process.
• Email and distribute all purchase orders on a daily basis. Follow up with suppliers and contractors to ensure POs have been received.
• Organize payment for suppliers and contractors following approval of GRNs.
• Follow up with Accounts Payables to ensure payments are processed in a timely manner.
• Notify suppliers and contractors when payments are available.
• Ensure all POs and GRNs receive the necessary approval signatures before proceeding to process.
• Maintain numerical sequence/file for the following: Local and foreign purchase orders, Goods Received Notes, Invoices/Shipments and Capital Expenditure forms.
• Always keep the respective departments updated with the status of their pending orders.
• Perform regular cycle counts of M&R Stores and other designated Engineering storage areas (e.g., maintenance chemicals) to ensure no out of stock situations;
• Develop and regularly maintain databases for tracking purchases, received and issued materials, expenditure (goods and services) and stock sheets for all stock stored within M&R Stores.
• Receiving, inspection, labelling, proper handling and storage and record-keeping of all incoming materials under the purview of the Engineering Department;
• Preparing Goods Received Notes (GRNs) and updating GRN logs for all incoming shipments within 24 hours of receipt of materials into CGA;
• Ensure all materials, parts, tools etc. leaving M&R Stores is properly logged and accounted for;
• Ensure all materials under the purview of M&R Stores is safely and securely stored according to the manufacturer’s recommended storage conditions;
• Assist with ensuring M&R Stores is maintained in a well-organized and clean manner.
• Immediately report any non-conformances relating to M& R Stores operations to the Engineering Manager and/or Supervisor.
• Maintenance of filing systems for all records and documents under the purview of M&R Stores.
• Prepare time sheets, memorandums, purchase requisitions, purchase orders and payment vouchers when required.
• Conforms to all established departmental and company policies, procedures and objectives, GMPs, food safety and HSE site protocols.
• Maintain petty cash for the Engineering Department.
• Maintain minimum stock levels of all critical spare parts and materials.
• Source the most suitable company to procure items from by obtaining quotes in accordance with CGA’s procurement policy (3 quotes minimum).
• Verify prices, quantities and items received with order placed before passing to accounts for processing.
• Follow up with suppliers to determine status of orders/goods in transit and arrival dates for shipments.
• Ensure that documents for incoming shipments are accurate and received promptly in accordance with our service level agreement.
• Perform assigned administrative functions such as developing and maintaining department databases, google sheets, preparation and distribution of routine inventory reports.
• Conforms to and enforces all established departmental and company policies, procedures and objectives, GMPs, food safety and HSE site protocols;
• Performs other related tasks and responsibilities as required by the Engineering Supervisor and/or Manager;
• Undergo any job-related training required by the company;

Knowledge, Skills & Experience:

• Bachelor’s degree or CIPS level 11
• Experience in procurement of maintenance related parts & equipment
• Prioritize effectively and work with a sense of urgency
• Demonstrate professionalism, enthusiasm, and a great attitude
• Manage and complete multiple projects simultaneously to meet deadlines
• Time management skills and organizational skills
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office, Excel and data entry software