Job Description

• Location: Tema (In Country Only) 
• Reports to: Deputy Manager, Materials Management

KEY JOB RESPONSIBILITIES

Inventory Management

• Understands general principles, processes and key activities related to receiving, checking, issuing, andtransporting, packaging & storing, and preserving items to required standards.
• Enforce procedures for inspection of items in comparison with purchase orders or manifests.
• Able to accurately entered and extracted data from the inventory/records system using appropriate procedures tomatch individual terms to its item numbers.
• Support the constant review of inventory levels using ABC analysis of inventory control and ensure accuracy indocumenting for stock replenishment.
• Maintain updated and accurate records of inventory to enhance storeroom space management to improve andeliminate congestion.
• Conduct Root Cause Analysis for shortage or non-availability for Safety Critical spare parts.
• Warehouse Operations
• Implement improvements to existing operational procedures for a more efficient maintenance supportrequirements, through use of Bills of Materials (BoM) and understands the importance of Material Master DataAccuracy.
• Identify and tactically engage relevant internal stakeholders such as other CP departments, logistics,maintenance, finance, etc. in the inventory management value chain.
• Ensure materials quality, identify controls, and implement physical inventory counts.
• Enforce all required Personal Health and Safety standards at the warehouse/storeroom including goodhousekeeping- supervise periodic cleaning and fumigation on storerooms.
• Receive and issue inventory items to internal customers in accordance with FIFO & LIFO principle.
• Identifies and appropriately use warehouse equipment and tools for materials handling.
• Ensure proper stacking and shelving of inventory items in the warehouse/storeroom according to the agreedstandards.
• Ensure proper labelling of all inventory items in the storeroom.
• Properly store various inventory items in line with their standard storage requirement.
• Assist to coordinate the efforts of Custom Authorities, Contract & Procurement team and Treasury to ensuregoods/spares arriving are cleared in timely manner and the applicable duties and customs are accuratelydetermined and paid.
• Assist and provide necessary documentation to Company’s appointed custom clearing agent to support customs clearing of goods and materials arriving at various ports.

Data Management and Reporting

• Demonstrates basic knowledge of how systems processes data and information/document management, interpret and evaluate information and advice from experts in the field.
• Follows through on all of WAPCo Health Environment and Safety guidance in the storage of hazardous items such as chemicals, gases, etc.
• Implement established inventory controls including re-order levels, minimum levels and Maximum levels.
• Ensure real time inventory transaction in WAPCo electronic inventory management system.
• Maintain accurate inventory data in WAPCo’s electronic inventory management system.
• Carry out periodic data review including specification review and inventory coding and naming nomenclature review, Parts/model number review, etc.
• Keeps proper documentation and compliance with approved Inventory management policy and processes.
• Coordinate, document and supervise customs clearing agents in WAGP States for Import and export clearing processes.

Inventory Control

• Articulate to customers the principles and concepts of inventory management, including stock levels, demand
• planning and basic inventory optimization techniques for all non-hydrocarbon materials.
• Properly identify and describe item specification requirement including part Number, standards, coding etc., for procurement requirements for supporting timely procurement and delivery of items.
• Utilize company procedures in documenting Non-conforming and damage goods Log received goods into inventory.
• Assist with periodic reconciliation of storeroom data with system data through cycle counts and end of year count.
• Coordinate and analyse inventory performance matrix such as inventory aging, inventory turn around, etc.
• Conduct annual classification of inventory into ABC, capital spares, fast and slow moving, etc.
• Assist with issuing purchase requisition for inventory and technical items and follow up with purchasing specialist for expediting of purchase requisitions.
• Track daily activities, analyse transactions to predict potential inventory problems.
• Ensure proper maintenance of storeroom infrastructure for storage of inventory items. Administration of travel, accommodation and local logistics
• Maintain a monthly schedule for all drivers and process any local movement request; including journey management form and monitoring trips.
• Liaise with hotel to make accommodation arrangement for staff and visitors including reservation and booking and checking to ensure accurate billing is done by hotels on the basis of an approved Travel Request Form.
• Prepare a schedule of vehicle servicing, and a record of vehicle maintenance and fuel usage.
• Maintain vehicles daily inspection/pre-trip inspection records and file them on SharePoint.
• Carry out inspection on vehicle prior to cross country trips and assist to make arrangement with Customs and other authorities for items o cross border.
• Update and file drivers, vehicles records in WAPCo’s document management system
• Assist drivers in carrying out tool box meetings
• Assist for the maintenance of the Lome office facilities-ensure maintenance service are timely carried out.
• Ensure roadworthiness of vehicles and update records for drivers’ licenses etc., ensure adequate office layout and arrangements for meeting.
• Issues weekly report on accommodation and travel. Issue monthly report on status of vehicles, monthly mileage, maintenance schedules, fuel utilization etc.
• Where there is an in country Admin/Logistics support personnel the above activities shall be provided in a support capacity to the extent as may be required from time to time.

Other duties

• Handle petty cash and issue daily report on the utilization of the petty cash to Finance Controls Specialist Assist
• Finance Controls Specialist in the month end cash count.
• Assist Finance Controls Specialist in updating the invoices register.
• Assist Finance Controls Specialist with Banking duties.

Required Skills or Experience

Key competencies required (including formal qualifications)

• Degree in Supply Chain Management/Engineering /Logistics /Inventory Management. 
• Minimum of 4 years' relevant work experience in the Supply Chain Function. 
• Professional Certificate from the Chartered Institute of Procurement and Supply (CIPS) or an advanced degree will an added advantage.