Debriefing Clerk – Cape Town needed at Unique Personnel

Job Description    
Job Purpose

• To ensure all activities relating to debriefing of all vehicles are conducted according to procedure .
• Added activities like stock counts, control of rotations, claims and housekeeping are required to ensure a smooth operation

Key Performance Areas

• Offload/debrief all delivery vehicles on return to company premises with 100% accuracy
• Ensure a security officer and the driver or crew from the vehicle being debriefed or another designated person is present before the vehicle is opened.
• Should the driver or crew not be available, a Value Logistics representative must be present to verify stock types as well as quantities are verified.
• Verify that all POD’s (proof of deliveries) as per the loading/debriefing sheet have been returned.
• Should any document be missing, indicate this on the loading/debriefing sheet.
• Attach any return documents/request for credits, from the customer, to the relevant proof of delivery

Compare all stock types and quantities from documents to all stock types and quantities offloaded off the vehicle.

• Scrap
• Claims
• Rotations
• Check and charge
• New stock
• Damaged units
• Autocycle returns
• Industrial returns
• Confirm return of products by indicating this on the POD’s (proof of deliveries) as well as signing adjacent to this.
• Confirm the total quantity of scrap as recorded by the customers on the POD’s (proof of deliveries) agrees to the physical quantity of scrap off loaded off the vehicle and confirmed by the security officer or other designated person.
• For all returned claims and rotations, compare and confirm that the GRA number as well as battery sizes on the batteries agree to the document information.
• Should there be any discrepancies with scrap, these units should be recounted and confirmed whilst the security officer and the driver is still present. Only once all agree, can the debriefing be declared completed.
• Should any of the battery types mentioned above be short/missing, the documents need to be sent to CIC to invoice the driver/Value Logistics for the value of these missing units.
• Ensure all stock types, as mentioned above, are packed on separate pallets.
• Report all discrepancies to the Warehouse Manager/Supervisor
• Record all discrepancies on the loading /debriefing sheet and sign adjacent to these discrepancies.
• Obtain co-signatures from security officer as well as the driver, or Value Logistics Supervisor as acknowledgement of the discrepancies.
• Ensure all parties sign the security check sheet and that all quantities and sizes on the 2 forms (loading/debriefing sheet and security check sheet) balance.
• Advise Value Logistics Supervisor of all discrepancies and hand over signed documents involved.
• For all returned claims and rotations, compare and confirm that the GRA number as well as battery sizes on the batteries agree to the document information.
• Should there be any discrepancies with scrap, these units should be recounted and confirmed whilst the security officer and the driver is still present. Only once all agree, can the debriefing be declared completed.
• Should any of the battery types mentioned above be short/missing, the documents need to be sent to CIC to invoice the driver/Value Logistics for the value of these missing units.
• Ensure all stock types, as mentioned above, are packed on separate pallets.
• Report all discrepancies to the Warehouse Manager/Supervisor
• Record all discrepancies on the loading /debriefing sheet and sign adjacent to these discrepancies.
• Obtain co-signatures from security officer as well as the driver, or Value Logistics Supervisor as acknowledgement of the discrepancies.
• Ensure all parties sign the security check sheet and that all quantities and sizes on the 2 forms (loading/debriefing sheet and security check sheet) balance.
• Advise Value Logistics Supervisor of all discrepancies and hand over signed documents involved.

Control scrap from debriefing until loaded and sent to Fry’s for recycling

• Ensure qty of scrap offloaded/debriefed off the delivery vehicle corresponds to the POD’s received from the customer
• Pack all scrap units onto a pallet/s 20 on a layer and 4 layers
• Once a pallet is full, ensure it is shrink-wrapped, weighed and placed in the designated area.
• The quantity and weight of the pallet is to be written onto the outside of the shrink-wrap with a bold black marking and the pallet must be placed on the rack with this information facing forward.
• As soon as sufficient pallets are full and ready to be sent to Fry’s, raise a purchase requisition for a purchase order to be created and have these pallets collected and sent to Fry’s
• Ensure the vehicle transporting these scrap units is not overloaded.
• The ZBill report needs to be pulled from SAP daily, after all processing has been completed at the end of the day, to ensure that the quantity processed, balances to the quantity offloaded for the day.
• Ensure scrap batteries balance back to SAP system on a weekly basis.
• Any discrepancies need to be investigated
• Ensure stock counts are adhered to as per procedure.

Manage all stock within the rotation storage location

• Ensure all rotations, offloaded from all delivery vehicles, are placed into the correct designated storage location for checking, charging and cleanup.
• Once all the above has been completed, draw up a listing of all units that can be moved back to the main warehouse (A001) for resell and hand listing to warehouse manager.
• Once warehouse manager has processed the above transactions on SAP, physically move the units back to the main warehouse.
• Ensure all double hot-stamped units are identified and placed on a separate pallet.
• Inform warehouse manager of double hot stamped units
• Once Warehouse Manager has processed the transaction for these double hot stamped units to seconds on SAP, move these units into the “seconds” storage area.
• Download the rotations report from SAP on a weekly basis to ensure there are no units outstanding/not collected/not processed.
• On a daily basis, supply CIC as well as the warehouse manager, with a listing of all sizes available for sale.
• Ensure all check & charge’s are handled as per procedure.
• Count all units in the rotations area on a weekly basis to ensure all units are accounted for. Any discrepancies need to be investigated
• Ensure stock counts are adhered to as per procedure

Control claims from debriefing until loaded and sent to Fry’s for recycling

• Ensure all claims, offloaded from all delivery vehicles, are placed into the correct designated storage location on a separate pallet.
• Download the claims report from SAP on a weekly basis to ensure there are no units outstanding/not collected/not processed.
• Once a pallet is full, ensure it is shrink-wrapped, weighed and placed in the correct area.
• The quantity and weight of the pallet is to be written onto the outside of the shrink-wrap with a bold black marking.
• As soon as sufficient pallets are full and ready to be sent to Fry’s, raise a purchase requisition for a purchase order to be created and have these pallets collected and sent to Fry’s
• Ensure the vehicle transporting these claim units is not overloaded.
• Count all claim units on a weekly basis to ensure all units are accounted for. Any discrepancies need to be investigated
• Ensure stock counts are adhered to as per procedure

Support and adhere to all policies and processes that ensures a safe environment, that conform to all legal, safety, environmental and quality aspects required by company.

• Operate in a safe manner complying with all health, safety and environmental requirements to ensure own and safety of others
• Complying in wearing all PPE as per health and safety standards
• Ensure that all lifting and manoeuvring of products is carried out in accordance with the SOP’s
• Keep areas of work clean and tidy to ensure operational efficiency
• Compliance with applicable regulations and procedures.
• Identifies and reports risks or areas of concern
• Ensure FIFO is followed with rotation batteries and check & charge
• Support Health and Safety by creating awareness, as well as to address all unsafe practices in a timeous manner.
• Maintain a high level of housekeeping within warehouse
• Implement and maintain quality control processes and procedures to minimize errors and damages.
• Enforce safety policies and procedures to ensure a safe working environment for all staff.
• Conduct regular safety inspections and ensure compliance with Occupational Safety and Health Administration (OSHA) and other regulations.
• Report any accidents, incidents, damages or near misses and support corrective actions.
• Non-compliance to procedures reported in a timely manner to direct manager

Customer Service

• Supports internal and external customers
• Assists employees and strives to maintain effective working relationships.
• Identifies and solves problems within own operating area in line with company  core values
• Any reasonable works instruction that supports customer service or the business
• Engage stakeholders in your area of operation

People Management

• Manage and coordinate relevant team to ensure efficient operation where costs are contained, customer service achieved and ensuring a safe working environment.
• Cost and expenditure wastages minimized e.g. overtime, damages, standing time etc.
• Ensure team is managed and directed to ensure effectiveness of operation.
• Support management in corrective action e.g. unauthorised absenteeism, not following procedures etc.
• Develop and motivate team to identify opportunities in the process

Inherent Requirements    
Qualifications and Experience

• Grade 12 / Matric
• 3 – 4 Years’ experience in a warehouse environment

Technical Competencies
(Knowledge/Systems/Legislation)

• 3 – 4 Years’ experience in a warehouse environment with material handling equipment
• Familiar with a stores and warehouse operation
• Awareness of Dangerous Goods Handling
• Firm knowledge of OHSA 85 of 1993