Logistics and Warehouse Co-Ordinator

  • Johannesburg, South Africa, South Africa
  • Full-Time
  • On-Site
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Job Description:

Purpose:

A global pharmaceutical organisation is looking for a Logistics and Warehouse Co-Ordinator(12-Month Contract) who will be responsible for operational responsibility for efficient and smooth logistics and distribution supply chain operations for all finished goods across all the company businesses within the agreed performance standards, in a well-planned, secure, cost appropriate and compliant manner. Distribution and Logistics includes clearance of goods, reception, storage, order management, distribution to the company’s customers, transportation, and inventory counts and adjustments, following legal, regulatory, environmental and security requirements

The role will lead the inventory management program in market and act as the SAP SME (Subject Matter Expert) lead for the P2P process, product master and other master data, including IDOC management. It requires cross functional team engagement for smooth process flow as well as 3PL and clearing and forward agent management, contract management and SLA tracking, and stock count management. The position also includes vendor invoice cross checking and payment tracking, spend tracking, and accountability of budget management including preparation of annual budget, variance and forecast reporting in line with GSC processes

The incumbent will develop and implement required logistics and supply solutions together with the LSP to ensure adequate logistics support to business strategies in alignment with Global Supply Chain functions and practices, lead continuous improvement and operational excellence processes and initiatives in the market related to logistics and distribution supply chain, and lead and manage strategic projects for GSC related to network logistics changes, product change management, LSP changes (applicable to LSP markets) and other business critical projects in the market as assigned by the Market Lead. The role also holds accountability for implementation of robust and process and cost-efficient returns, recalls and destruction processes, ensuring practices and processes are in compliance with Good Distribution Practices (GDP) and the company’s standards in logistics, customs, trade, security, EHS, quality and serialisation as well as any applicable laws and regulations (Local, US or International), while driving and supporting logistics operations optimisation in EMEA through Logistics COP


Key Job Outputs:

Logistics Operations

  • Management and oversight of logistics and distribution operations in the market in close collaboration with

(a) Supply Chain stakeholders including and not limited to:

  • in-market Distribution Centre, Logistics Center or plants (and manufacturing sites), market planning and customer service teams, Quality Operations, Operational Compliance SMEs, and Third-Party providers

(b) with additional stakeholders including and not limited to:

  • In-Market Commercial, Legal, Finance teams, internal and external Regulatory bodies, consultants and industry collaborators

Inbound / Import Operations

  • Lead and direct a process plus cost efficient, GDP compliant and integrated inbound process including receipt of products from Logistics Center Zaventem (LCZ, Belgium) or plants (and local manufacturing sites) to the Logistics Center in compliance with product quality management requirements, responsible for availability of products through importation accuracy
  • Implement processes and tracking tools that ensures product integrity and shipment visibility through the inbound supply chain
  • Evaluate supply delays and risks to supply; escalate to and collaborate with appropriate stakeholders for mitigation actions plan – where necessary deploy Continuous Improvement initiative to drive sustainable results
  • Responsible for appropriate customs processes availability through import supply chain - this will include and is not limited to SKU accuracy, documentation, VAT/tax/customs tariff, HS codes, Customs regulations, control of limits over bonded facility storage thresholds, import licenses, etc.

Warehousing and Inventory Management

  • Accountable for implementing and leading a robust inventory management program that ensures inventory accuracy for both quantity and product quality between physical and system (for LSP markets this includes LSP and the company ERP book stocks). The inventory program should include at minimum
    • Process for an annual full count and pre-defined periodic cycle counts
    • Process for movement of products to appropriate quality locations (quarantine to saleable, saleable to hold/destruction) to ensure availability of inventory in appropriate quality locations at any given time
    • Process for system reconciliation
    • Process for finance recording, reconciliation and adjustments
  • This is achieved by liaising with the Finance team, Quality team, ERP functional teams, GFSS, and the LSP’s on inventory and Sales Order Management issues
    • Liaising with LSP’s/ Project teams on development of inventory interfaces / processes with regular monitoring and correction of errors
    • Regular reconciliation of LSP’s and the company ERP inventory levels and action’s implementation as needed
  • Accountable for implementing and leading the destruction process for expired/near expired/damaged inventory in destruction location at the logistics center
  • Support Market Lead in identifying opportunities at obsolescence reduction and inventory on hand as guided by finance management

Distribution Operations and Reverse Logistics

  • Lead the implementation and monitoring of an efficient and effective distribution operations to market(s) by balancing cost and lead time
  • Selection and validation of appropriate transportation modes to market(s)
  • Ensure product integrity through delivery chain through standard operating procedures
  • Liaise with LSP’s and demand managers in transferring product between markets. This includes, arranging temperature conditions paperwork, managing transactions within ERP, and sourcing credits from the LCZ, where necessary
  • Lead the procurement management of packaging material and data loggers to ensure availability for shipments while maintaining optimal cost chain – implement reverse logistics wherever possible
  • Lead the returns and recalls management process and destruction process
  • Lead the Market serialisation program with respect to Logistics enablement and in accordance with market directives and requirements

Registration Phase Products (Launches)

  • Customs requirements checks and review with custom agents
  • Samples and ref standard MoH applications, shipments, payment and delivery arrangements
  • Financial/Physical routing setup in the systems

Material Master Management

  • Management of the local Item Master Process (Set-up & Maintaining Master Data)
  • Interaction with internal & external stakeholders (Commercial, Customer Service, Finance etc.)
  • Item Master Management (through ERP)

Distribution Costs

  • Accountable for market annual budget management process for distribution expenses at the distribution center
  • Lead the GSC market annual budget preparation through appropriate expense tracking and trend analysis, volume and revenue growth forecast
  • Lead the variance and forecasting processes on a quarterly basis
  • Meet with budget/forecast through intelligent management of costs and driving cost avoidance/savings through the year
  • Third Party Invoicing
  • Ensure Third Party invoicing and payment process is streamlined, Ariba & ERP POs for necessary suppliers are available. Cost center is accurate, where needed drive appropriate corrective actions including LSP invoice correction or GFS problematic PO’s / Invoices resolution
  • Arrange for Third Party vendors to be set-up as per FCPA procedures
  • Responsible for reviewing and submitting monthly accrual reports to the Finance department

Quality and Compliance

  • Ensure compliance with required regulations, policies and procedures, and the company standards for quality, security, customs, trade, dangerous goods, controlled products, temperature controlled and high value products and EH&S. This includes all applicable local, US, regional or international laws
  • Accountable for accuracy of ERP system in line with product information including and not limited to SKU number, description, batch details, manufacturing and expiry dates, country of origin
  • Implementation, monitoring and control of standard operating procedures related to the logistics operations (including and not limited to SPs and KPIs for Import/Inbound, warehousing, distribution and all other logistics operations
  • Lead the supplier management process through selection, contract management, compliance management/validation and performance management of supplier – this is extensively applicable to LSP markets (RFP process, Service Agreement, SOPs and KPIs), while as required (in selection of any outsourced processes) is relevant to in-house markets also
  • Co-Lead in-market Compliance and Quality Assessments or Audits with capability SME Responsible to ensure appropriate readiness for assessments and audits in the market (including readiness with LSP) by liaising with appropriate stakeholders
  • Lead or support external audits either from the company third party or Government bodies
  • Embed QTS appropriately and maintain the incident reporting in a timely manner; ensure appropriate preventive and corrective measures are taken and in time to meet committed timelines
  • Rework Co-ordination: Liaise with Third party suppliers, regulatory, medical affairs, Business Units, Demand Management, to aid with the rework process, including arranging transportation and managing the financial aspect of reworks in local Third-party suppliers
  • Segregation of Duties (SOD) Management and reporting in ERP system

Project Management and Operational Excellence

  • Lead and direct continuous improvement and Operational Excellence projects for the logistics operations delivering cost and process efficiencies
  • Lead (or support) strategic projects in the market including and not limited to network logistics, product change management, LSP changes (applicable to LSP markets) and other business critical projects in the market or as assigned by the Market Lead
  • Lead and promote standardisation, optimisation and replication of Logistics Operations across EMEA through Logistics-COP engagement – engage in Demand and Customer Service COP forums/initiatives, actively contributing to end-to-end process optimisation and best practice implementation

Metrics / Reporting

  • Accountable for market’s LSP / distribution expense related to warehousing and transportation; responsible for variance and Forecast reporting
  • Project Management Reports (as applicable)
  • Pro-actively analyse trends of data, draw conclusions and recommend/lead corrective action in order to ensure maximum efficiency of the processes
  • Lead KPIs and business review meetings with LSP(s) based on set frequency; accountable for LSP meeting Service Level Agreement requirements
  • Responsible to ensure GML metrics and T2/T3 inputs related to logistics operations are updated accurately and in a timely manner
  • Ensure IMEx 6 tools implementation in workspace (Standard Work, PCT, VMC, CI loop, Structured Gemba and Coaching deployment), prepare T2/T3 Dashboard and Lead and direct continuous improvement projects for the logistics operations delivering cost and process efficiencies


Core Competencies:

  • Strong supply chain management skills
  • Knowledge of the Pharmaceutical industry and healthcare environment
  • Proven ability to work in a complex matrix organization with issue resolution skills
  • People Management – ensure team members are developed and engaged to deliver against business objectives
  • Customer Focus (internal and external)
  • Agility to consistently perform in a dynamic environment
  • Communication & Influence – strong interpersonal skills required to interact with various levels of management to deliver required outcomes
  • Strong system skills & understanding
  • Strong data analysis and PC skills
  • Possessing strong innovation mindset and strategic thinking
  • Project Management skills – to manage multiple projects and competing priorities
  • Negotiation skills


Qualifications:

  • Bachelor's degree required - preferably in Business Administration, Operations Management, Supply Chain or Logistics Management


Experience:

  • 5+ years’ experience in similar roles in supply chain in a multinational organisation and/ or pharmaceutical industry is required
  • Operations Management, Supply Chain or Logistics Management
  • Team management and leadership experience is preferable
  • SAP implementation end user experience is preferable


Salary: Market related


Should you not hear from us within 2 weeks, kindly consider your application as unsuccessful.


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