Spare Parts Store Officer at Tulip Cocoa Processing Limited

Job Summary

• We need an officer to be in charge of our Spare Parts Store.

Responsibilities

• Lead and manage the spare parts store inventory control process, ensuring accuracy, efficiency, and compliance with organizational standards and procedures
• Procurement Management: Coordinate the procurement process for maintenance supplies, including sourcing suppliers, obtaining price quotes, negotiating, and issuing purchase orders.
• Inventory Management: Maintain accurate records of inventory levels, stock movements, and usage patterns for maintenance materials, spare parts, tools and equipment. Proactively monitor and follow up on back orders to ensure timely resolution and fulfilment
• Vendor Management: Build and maintain relationships with suppliers and vendors to ensure timely delivery of materials, negotiate favourable terms and pricing, and resolve any issues or discrepancies
• Stock Replenishment: Monitor inventory levels and reorder points to determine when to replenish stock. Place orders for replenishment items in a timely manner to prevent stockouts and delays in maintenance activities. Monitor delivery progress of road, air and sea shipments, ensuring on-time arrivals and with minimal disruptions.
• Storage and Organization: Ensure that maintenance materials and supplies are stored, organized, and labelled appropriately in the maintenance store or warehouse. Implement proper storage practices to prevent damage, loss, or deterioration of inventory items.
• Quality Control: Inspect incoming materials and supplies for quality, accuracy, and compliance with specifications. Reject or return defective or non-conforming items and follow up with suppliers as necessary
• Issue and Distribution: Receive requests for maintenance materials and issue them to maintenance technicians or other authorized personnel as needed. Maintain accurate records of material issuance and usage.
• Documentation and Reporting: Generate reports on inventory levels, material usage, procurement activities, and stock movements. Analyze data to identify trends, track costs, and make recommendations for process improvements.
• Compliance and Safety: Ensure compliance with safety regulations, environmental requirements, and company policies related to the storage, handling, and disposal of maintenance materials and hazardous substances.
• Housekeeping: Champion the implementation of 5S activity within the spare parts store environment, fostering a culture of cleanliness, organization, and standardization to optimize workflow and improve productivity
• Perform all other duties as may be assigned by the Line Manager / Plant Manager

Abilities / Skills Required:

• Strong knowledge and understanding of store functions (Minimum 5 years Experience)
• Familiarity with inventory management techniques, such as FIFO
• Knowledge of Total Productive Maintenance (TPM) standards is an advantage
• Leadership qualities, self-motivated and proactive
• Excellent communication and interpersonal skills
• Ability to work effectively in a fast-paced manufacturing environment
• Proficiency in MS Excel (compulsory).