Procurement Officer

Position title:
     Procurement and Inwards Logistics Officer.
    
Location:
     Edith Creek.
    
Reporting to:
     Factory Manager or delegated assign.
    

 
Position Summary
The Procurement and Inward Logistics Officer is responsible for the smooth and efficient administration of all Procurement activities primarily focussed on manufacturing inputs such as packaging and ingredients but extends into all procurement activities as required including inwards freight logistics such as importation of equipment. The role utilises DMTD's inventory management systems and production forecasts to determine quantities required and will place Purchase Orders on suppliers to achieve 'just in time' delivery of most inventory items. The incumbent also provides support to the roles of Export Officer and Warehouse Manager for periods of leave and absenteeism as needed.
 
Key Accountabilities
      
    
1.       To undertake the efficient forecasting of production input materials using customer volume forecasts and other available information to allow ordering and delivery to site ahead of production needs, in full consideration of material lead times from suppliers.
    
2.       Maintain accurate information in business systems such as Xero, Unleashed inventory system, and shared files. This includes adding new materials and suppliers into the Unleashed inventory system to facilitate raising purchase orders from the system.
    
3.       To place purchase orders on suppliers for the identified material requirements and ensure purchase orders are approved and issued from DMTD systems and manage any inwards freight of these materials.
    
4.       Maintain good working relationships with stakeholders such as Suppliers, Freight companies, Shipping agents, Biosecurity dept. (DAFF) and Customers.
    
5.       Monitor costs of freight and record / assign in relevant systems including applications for TFES with the Companies nominated claims agent.
    
6.       Have a good understanding of Incoterms and Importing Processes especially the requirements to import dairy products to ensure any required activities undertaken are in full compliance.
    
7.       Raise any supply issues to the Factory Production Team as needed should there be issues with Customer Forecasts, Suppliers, Freight and any other issue that may prevent execution of the scheduled production plan.
    
8.       Set up accounts with new Vendors and manage any agreements put in place with these suppliers, this may include tasks such as providing regular forecasts of planned purchases, claiming for damaged deliveries and arranging activities related Incoterms etc.
    
9.       Assist the Quality Manager as required in implementing the approved supplier program, activities may include obtaining responses to supplier questionnaires and documentation such as product specifications, AFGC PIF's, quality certifications, MSDS's, CoA's any other relevant documentation from suppliers.
    
10.    Monitor material costs and ensure invoicing is aligned to agreed pricing. Obtain pricing on any new materials required including identifying alternate suppliers. Assist with any information required to complete accurate product costings including the inwards freight costs for each material.
    
11.    Maintaining real time receipt of inbound goods with Warehouse Manager into the inventory management system 'Unleashed' and be able to identify any errors in stock levels where receipts or consumption figures appear abnormal or unexpected.
    
12.    To follow and adhere to all safety procedures as detailed in the site OH&S Manual, maintain a clean and organised work area both when on site and also when working remotely, as well as adhering to the guidelines of the Workplace Health and Safety act as supplied.
    
13.    Have knowledge of other administrative roles such as Warehouse and Exporting and provide assistance to these roles to cover annual leave, absenteeism and periods of high workload.
    
14.    Given the sometimes varied nature and demands of procurement have a flexible approach to abnormal and one off requests and work proactively to achieve outcomes for a range of stakeholders.
    

 
 
Role Complexities and Authorities
The Procurement and Inwards Logistics Officer role has many unique challenges that may require actions that are on rare occasion in breach of the Companies documented policies but are actions that are taken within the guidelines provided here.
 
Delegation of Authority
     The role is authorised under the DoA policy to incur costs for packaging and ingredients that have a confirmed customer sales order and/or approved customer forecast, having regard to MOQ's and lead times, at the same time maintaining stock on hand at quantities agreed with the Factory Manager or the Assistant Factory Manager.
There may be circumstances in arranging inwards freight where acceptance of costs above this DoA is required and the incumbent is to use their knowledge of the freight industry to determine if the costs are appropriate on each occasion where prior approval is not possible.
    
Bribery and Corruption
     Under no circumstances will the incumbent waiver from the Anti Bribery and Corruption Policy.
    
PO Approval Processes
     Purchase Orders should not be provided to Vendors until approved by the relevant authority level, however in urgent circumstances the incumbent may provide a PO number to a vendor with only the approval of the Assistant Factory Manager.
    

 
 
Key Working Relationships
    
Most Frequent Contact
     Frequency (Daily / Weekly / Monthly)
    
Factory Manager
     Weekly
    
Assistant Factory Manager
     Daily
    
Admin Support / Book Keeper
     Weekly
    
Customers
     As required
    
Quality Manager
     As required
    
Other Administration Support
     As required
    
 
      
    

 
 
    

Competencies (personal and attitudinal skills)
    

Teamwork, problem solving, planning and organisation with attention to detail, are essential competencies for the position.
Able to interpret information from multiple sources to inform actions where there are gaps in forecasts and production scheduling tools.
Excellent interpersonal and communication skills.
Ability to prioritise, when workloads have competing deadlines.
Basic knowledge of computer software's such as Microsoft Excel, Word, Outlook, Edge or Google Chrome etc.