Purpose of the role
Responsible for non-purchasing and managing & controlling all Company’s properties at all Company locations to ensure minimum disruption to business operations. Effective management of non-core purchasing, Facilities & Fleet function by coordinating the department’s strategies for the effective delivery of required services.
Core Responsibilities and Expectations
- Support the Epiroc Group’s vision “Dare to think new” by contributing continuously to a Customer-Value and a Customer-Care driven culture;
- Live the Epiroc Group values “Innovation-Commitment-Collaboration” in all-internal and external activities and relations;
- Interact with other departments in a constructive, productive and unselfish way that supports the development of synergies and the attainment of overall objectives of the Company;
- Develop and support a spirit of open communication, fairness and respect for the individual in all areas of operation;
- Interact with colleagues in a respectful, constructive, productive and unselfish way that supports the development of synergies and the result of the total Company.
Specific Responsibilities:
Non-core Purchasing:
- Source, assess, select and negotiate for the best purchase package in terms of deliveries and services with suppliers, in consultation with BC, GM and HOD as applicable.
- Develop, compile, reconcile, and/ or update vendor information to provide effective processing, information management and reporting.Establish a Key Supplier List, identify new opportunities, seek ways to improve efficiencies and ensure purchasing compliance.
- Prepare Purchase Orders and related documents in accordance with company procedures
- Review of purchasing arrangements with suppliers including price, delivery, performance and discounts to achieve reduced supply chain costs to the company.
- Coordinate with suppliers to ensure on-time delivery.
- Provide support and advice to management and staff on procurement matters.
- Maintain an accurate and efficient filing system for documents used for work.
- Perform other duties as assigned by the Business Controller.
Fleet & Facilities:
• Responsible for maintaining a preventive maintenance program. This includes the maintenance and repair of buildings and equipment;
• Develop and manage working agreements and/or contractual arrangements with service providers;
• Identify opportunities for improving service delivery. Ensuring the safety of the equipment and buildings through regular inspection;
• Undertake periodic and regular inspection of company facilities to check cleanliness and the working state of gadgets, fitting, fixtures etc;
• Ensure the safety of all gadgets, fitting, fixtures, items etc in all locations to protect them against theft or damage;
• Ensure that all facility insurance/certificates for all locations are up-to-date and available for inspection by responsible agencies;
• Implement the recommendations of the SHEQ committee to the extent that management has approved;
• Ensure the complete implementation & compliance with contract terms by third party contractors such as security firms, facilities maintenance service providers and other applicable service providers
• Monitor work carried out by third party contractors to assess if it has been completed satisfactorily and follow up on any deficiencies;
• Ensure timely maintenance schedules for all the company’s buildings and equipment are carried out;
• Work with the Compliance Officer to ensure that all our facilities meet health and safety requirements;
• Advice on and implement the Motor Vehicle Movement Policy, and the Maintenance and Fuel Control Policy as required of a fleet controller;
• Ensure that all users of vehicles sign the vehicle policy and their files updated with this accordingly.
• Ensure the effective allocation and utilisation of space and resources.
• Keep abreast with legal requirements (on fleet & facilities) that impact our operations;
• Respond appropriately to emergencies or urgent issues as they arise;
Key Performance Indicators (Targets)
- Co-ordinate with Regional Centre of Excellence to ensure all timely and accurate processing of suppliers invoices.
- Ensure efficient use of company resources.
- As per the company targets provided to you each year.
Working Conditions
Work is performed both in a typical office environment as well as the field. Stationed in Obuasi but may involve travel to other locations within the Country.
Competency Requirements
• Minimum of Bachelor’s degree in Business Administration or Social Sciences from a recognised tertiary institution..
• Two years of related experience and/or training, or an Equivalent combination of education and experience.
• Business Focus – you must understands and demonstrate an awareness of the link between your role and the business.
• Critical Thinking – you must have the ability to reason logically and to recognize assumptions; to evaluate options and reach sound decisions.
• Integrity – Ability to maintain organization, ethical and social values in all business activities.
• Communication – be able to professionally articulate and express ideas, receive and exchange information in a clear and unambiguous manner.
• Planning & Organizing – establish and implement a systematic course of action to achieve an objective effectively and efficiently.
• Customer Focused – Maintain a clear focus on customer satisfaction; take action when needed to meet the expectations of the customer
• Knowledge of Outlook; word processing software (MS Word); spreadsheet software (Excel);
Personality
- Display confidence in dialogues
- Strong continuous improvement mindset
- Ability to collaborate and communicate effectively with colleagues at all levels.
- Positive attitude, analytical approach with good problem solving skills
- Ability to plan work effectively
- Team player, enthusiastic, innovative and pro-active with good organizing and time management skills