Regional Logistics Manager - G4S Secure Solutions Centurion

G4S Secure Solutions (SA), a leading provider of integrated security management solutions that has a vacancy for a Regional Logistics Manager based on our operations in Head Office in Centurion, Gauteng and reporting to the Head of Logistics & Procurement.

The successful incumbent is a self-starter with a proven track record in maintaining company policy, adopting best practices, and is able to exercise sound judgement in the pursuit of the achievement of the goals of the organisation, and understanding the role which Regional Logistics Manager plays within a successful business unit. The incumbent will be expected to be results driven and to live the values of the organisation.

We welcome applications from all suitably qualified candidates, but SA citizens will have a distinct advantage.

ROLE RESPONSIBILITY:

Effective management and control of regional and site assets and requirements

Procurement

• sourcing of quotes from a minimum of three(3) suppliers. Starting the internal procurement process with all the required documents. Completing follow ups with relevant departments.
• Liaising with suppliers, confirmation of ETA delivery, physical delivery verification, GRN, payment processing to the Head Office. 
• Assist with maintenance of equipment and disposal, transfer of equipment between regions
• Administration of Firearms - consolidating competencies for regional firearm officers, submitting monthly audits to Head Office.
• Facilitate the purchase of firearms - obtaining three (3) quotes, starting the internal procurement process with all the required documents. Completing follow ups with relevant departments.

Asset Management

• Compiling a combined inventory from all sites in the region. Conducting physical site verifications, completing a yearly site verification for Head Office.
• Comparing site inventories to the National Fixed Asset Register. Completing disposals of assets, regional transfers, cancellations of equipment rentals, site terminations.
• Asset life cycle and ancillary cost management
• Management of site requirements ancillary services and consumption relating to subscriptions, airtime and consumables such as batteries.

Effective management and control of regional vehicles

• Vehicle Management Procurement - determine requirements, facilitate new requirements - completing the AFS quotation request with  all the site requirements, getting comparisons from Fleet Manager, starting the internal procurement process with all the required documents from Fleet Manager and the Finance Manager. Completing follow ups with relevant departments.
• Vehicle Accident Management - receiving incident/accident paperwork from sites, submitting to AFS for processing, following up with sites on the Acknowledgment of Debt from drivers (where applicable). Arranging replacement vehicles until the G4S vehicle is fixed. 
• Vehicle Maintenance - approve all maintenance requests sent by AFS for G4S vehicles, work with AFS to determine negligence of drivers or dealerships. Establishing relationships with dealerships to assist in critical areas of operation
• Vehicle Fuel Management - ensure each vehicle has an active fuel card and etag to operate. Monitor all fuel and oil spend of vehicles and report deviations to relevant managers. Control all miscellaneous fuel cards and report monthly to Finance for cost allocation.    
• Vehicle Rental Management - source rentals from approved suppliers for temporary replacements, site start ups, sundries, travel requirements etc. Record monthly kilometers on all rentals for Finance to accrue or bill to clients. 
• Vehicle Systems - ensure all vehicle has a tracking and camera system installed and that relevant managers has access to monitor and discipline drivers accordingly 
• Vehicle Re-assessments - monitor vehicle kilometers monthly and advise if we need to look at increasing or decreasing FML contracts.
• Vehicle Disposals and Transfers - work with the Fleet Department to dispose of vehicle as per company policy and transfer vehicles per sites or regions.
• Vehicle Health and Safety - ensure all vehicles have the correct Health and Safety requirements to ensure safety of drivers and officers. 
• Vehicle Fines Management - receive fines from Head Office and process accordingly to have fine redirected into the correct drivers name.
• Vehicle Driver Management - ensure that HR has all relevant driver engagement documents and in the driver's files to enforce company vehicle policies. Ensure that site managers has these documents for Health and Safety .
• Vehicle Inspections - ensure monthly vehicle inspections are submitted by Operations and deviations/exceptions actioned accordingly, 

Effective management and control of Uniform, inventory and consumables

• Uniform Store - inventory management of all uniforms in storerooms. Ensure that top-ups are done to assist with new recruits, site start ups, sundries and replacements. Management of Ubunye Uniform Storeman.  
• Uniform Yearly Issue - ensure that budget schedule is adhered to and that all uniform orders are placed 6 weeks ahead of time. Ensure that uniform is correctly ordered (some items to be every other year). 
• Uniform Branding - ensure that additional requirements, additions, changes or exceptions are reported to NPM for approval.
• Uniform PPE - ensure that PPE is issued to each site where it is required and that quality is in line with the function it needs to perform. 
• Uniform Site Start ups and New Recruits - ensure that Ubunye is made aware of any new sites or additional new recruits to obtain consignment stock to ensure site mobilisation.
• ARO forecasting & reporting
• Return of uniform process and disposal management.
• Manage inventory items according to Policy & procedure.
• Manage consumables stock, distribution, consumption and reporting.

Effective management of contractors, vendors and suppliers

• Supplier and contractor liaison. 
• Ensure that the correct procedures are followed and that the suppliers are registered.
• Monitor SLA’s and performance of suppliers
• Escalate poor service levels to NPM.
• Assisting NPM of BBBEE compliance and validation of year renewals and validation of validity.
• Assisting NPM with supplier contracts and rental agreements.
• Identify new supplier requirements and facilitate new requests, supplier compliance management.

Effective ERP/Purchase order administration and financial cost controls

• Ensure procedure is followed correctly for expanded purchase order control.
• Conform to budgets in all aspects.
• Financial checks on validity of purchase requirements.
• Open order management.
• Manage recoveries for negligent spend.
• Month End Deadlines of POMS (Purchases, GRN's, Stock Status & Issues).
• Ensure that dead stock is managed.
• Pull Open Order Report and make provisions for Finance
• Compile GL and complete all info for Finance System change/integration management.
• Maintain department and regional budgets, with focus on cost control and reporting
• Management and cost control of petty cash and Checkers card for individual regions.
• Ensure compliance to set budgets and to reach cost savings percentages month on month

Tenders and New Site Start Ups and Site Terminations

• Tenders - assisting with quotations for equipment, service, special uniform requests, vehicles, etc for all tender submissions. 
• New Site Start Ups - capex process, contract facilitation where necessary, purchasing of required equipment, uniform, special requests, services etc for new sites. 
• Project management of large site start ups
• Site Terminations - ensure that Operations return all equipment back from site termination.
• Ensure that all services and rentals are cancelled and sent back to relevant suppliers. 

Management of the regional office and employee requirements

• Ensure that all employees have the necessary office resources to enable them to perform their duties, IT equipment, communication equipment, work station, electricity, data and other.
• Regional Office - complete office management of the regional office. Ensure that the building is safe and that deviations (lights, water, plumbing, aircons etc) are reported and actioned. Ensure that all staff adhere to office rules and procedures.
• Ensure all Health and Safety protocols are being followed - first aider, fire fighter, quarterly fire drills, emergency procedures, emergency exit plan. 
• Outlying Offices - ensure that all other offices in the region has the correct equipment to function and that they follow the procedures for office maintenance and health & safety.
• Supervise Cleaners, Drivers, Gardeners and ensure that their duties are fulfilled.
• Manage service providers, internal and external.
• Liaise with Landlord on building activities.
• Management employee tools of trade wrt new requirements, disposals and life cycle management - fuel, cell, other.

Property Management

• Building Leases - assist with the renewal, cancellation or approval process for G4S properties.
• Building Logistics - assist with  management and facilitation of moving office buildings. Cancellation of services, equipment disposals or transfers, IT and printer changes.
• Ensure that the new building is equipped with all the needed furniture, IT infrastructure, space planning, employee necessities etc.
• Liaise with landlord on building contract changes, renewals, exit and occupation.

Administration of IT Equipment and Employee Tools of Trade

• Central point of all IT in region 
• IT Procurement - sourcing of quotes from Head Office IT.
• Starting the internal procurement process with all the required documents. Completing follow ups with relevant departments.
• Liaising with IT on confirmation of ETA delivery, physical delivery verification, GRN, payment processing to Head Office. 
• Employee Tools Of Trade - completing New User Request with HR which informs of a new employee needing equipment.
• Following up with IT if there is existing equipment or starting the process of procurement. This includes laptop, 3G, printers, and screens. Completing cell phone requests and following up. Ensure a fuel card request is completed for the new user. 

Head Office projects and assistance

• Assist NPM with various projects relating to procurement, cost saving projects, new procedures and company changes.

Internal and External Audit

• Internal Audits - ensure all G4S paperwork is ready for all internal audits by the relevant departments. (Site Inventory Audits, Health and Safety Audits, Driver Evaluation Audits, ISO Audits etc).
• External Audits - ensure that all paperwork is ready for the yearly audit conducted by outside companies - mainly Asset Verification Audits.
• Audit findings - address all audit findings and ensure close-out within timeframes required.

Staff management and development

• Effective management of staff, in relation to specific job requirements and the meeting of deadlines.
• Regular performance reviews to complete to assess achievement of results. 
• Provide support, coaching and mentoring continuously to ensure that objectives are met.
• Completed development plans for each employee 
  Appropriate allocation of resources to meet operational demands.
• Ensure that events/activities taking place in the team are effectively communicated and also to other teams requiring the information.
• Ensure adequate succession planning to meet ongoing and anticipated business requirements.  
   

THE IDEAL CANDIDATE:

Qualification and Experience

• Grade 12
• Tertiary qualification in Logistics or relevant tertiary qualification, ideally within security industry.
• Minimum 4 years experience in Logistics management
• Minimum 3 years people management experience

Knowledge

• Knowledge of all aspects of logistics
• Financial cost control
• BBBEE compliance
• Legal background on releases and sub-contractor agreements advantageous.

Attributes

• Delivering great customer service
• Teamwork and Cooperating 
• Attention to detail
• Ability to work under pressure

Skills

• Customer focus and client relations
• Dealing with complexity
• Delivering on strategy and tactical execution
• Working within a complex environment
• Risk identification
• Knowledge of internal auditing principles and techniques
• Computer literacy (MS Office/Chrome OS)
• Financial Cost Control
• Effective communication
• Negotiation skills
• Understanding the organisational environment
• Delivering objectives