Purpose of the job
To manage the accounts (payables/receivables) for the assigned depot by performing all accounting tasks like invoice verification, cash management, bank transactions, etc… for the depot and ensuring all transactions are entered in the accounting system as per the approved financial policies & procedures.Also supports the business by providing depot insights through various analytical reports (ex: Sales reports, overhead spend report, accounts receivable report, inventory aging report, SKU reports, pallets movement report, etc.) on a regular basis.
Key Accountabilities
1.Cash Collection
- Collect cash and cheques from sales men on a daily basis, issue receipts for money received and update all related records.
2. Bank deposit transactions
- Ensure that all the cash/chequesreceived are deposited in the bank accounts and records and updated in the internal accounting systems. Also monitor all the cash transactions made by the company through the bank.
3. General ledger entries
- Enter the various daily transactions in the general ledger system and record supporting information/documents for all journal entries.
4. Internal Control
- Apply the internal control mechanisms for the depot by using the internal finance procedures, in order to prevent inaccuracies in accounting statements.
5.Accounts Receivable
Ensure all documents linked to sales are registered in the internal system along with proof of the transaction(Gate Pass/Returns Slip/Route Summary/Ending Inventory/Good Stock Movement/Sales and Remittance Summary/Sales Invoices for TC customer and Credit Invoices sign and stamp by the customer).
All Sales and Credit Invoices should be signed by the Depot Supervisor before they submitted to Regional/Depot Accountant for Verification and make sure all the Invoice No. including the Void document should be in sequence.
Daily accountability report should be aligned to daily transaction summary of DS (cash and credit and total Remittance)
Reconciliation of the Credit balance with internal records to check for any variance and all variances should be informed to BM / Depot Supervisor and Credit Controller Team in HQ. All Credit customer invoices/DS Cash short and Credit confirmation should be in file for future reconciliation.
Conduct market random checks of unpaid invoices (Temporary Credit) on monthly basis as per policy.
Ensure
1) Any Cash invoice more than SR 7,000 to be signed by BM or ASM
2) Any Cash Invoice more than SR 10,000 is stamped by Customer and
3) Any cash invoice with Promotion/Discount is signed by the Customer.
6. Inventory
- Conduct random checks of main items to ensure that inventory is accurate and variance(if any) is highlighted to Head Office or Depot Coordinator.
- Complete inventory reconciliation at the end of the month to ensure inventory is accurate and is aligned with the book balance.
- Ensure all physical checks are conducted on expired products before they products are dumped.
7. Audit assistance
- Ensure complete assistance to auditors during journal entry examinations, Bank Reconciliation, Cash in Transit and Petty Cash transaction audits.
8. Accounts Payable (Petty Cash)
- Physically verify the petty cash vouchers and ensure that it complies with the Depot expense authority matrix.
- Once claim is complete (supporting/ approvals) expense is reimbursed to applicant from petty cash fund. All such transactions need to be booked in QAD by allocating it to the proper expense accounts and then to be send for approval to the Head Office.
9. VAT Compliance
- Ensure all SADAFCO sales invoices& petty cash vouchers are VAT compliant and the same are recorded in the QAD system.
10. Business Support
- Provide Sales Report – Analysis on SKU wise Target Vs Achievement on weekly basis.
- Provide weekly Overhead Analysis Report – Suggestion on expense lines for Cost Control and avoidance.
- Provide Bad Returns Report on weekly basis; Market Returns (Expiry) – Store Expiry.
- Provide Wooden Pallets Movement Report on monthly basis for proper follow up with Sales Team and customers.
- Accounts Receivable Aging – Customer/ TC customer Overdue – Pending Invoices- Salesmen Accountability.
- Provide Inventory Aging – Near Expiry report.
Summary
To execute Van Sales calls as per journey plan (JP) to achieve sales targets by selling to all customers all SKUs and ensure product availability, visibility, and replenishment.
Key Accountabilities
1. Sales
- Follow designated Journey Plans and ensure that there are no call exceptions and non-buying customers.
- Further, develop and refine the route by informing the Sales Supervisor about new outlets opening and outlets closing within the route.
- Provide customers with suggested orders ensuring maximum SKU availability in outlets by following recommended orders.
- Record accurate stock of all relevant SKUs in each outlet.
2. Product Display/ Assets/ Point of Sales(POS) material
- Deliver and display products as per merchandising policy in order to increase shelf space and off-take.
- Ensure effective utilization and maintenance of company assets (Chillers/ Freezers) with zero tolerance for non-SADAFCO products.
- Immediately report maintenance issues to supervisors.
- Any misuse of assets by customers to be reported to the sales supervisor immediately.
- Ensure POS is displayed in outlets as per company policy.
3. Invoicing & Collection
- Deliver invoices to customers and collect payment as per invoice.
- Ensure that all Temporary Credit (TC) invoices are collected as per TC credit policy.
- Ensure all TC invoices are properly filed and kept with the relevant supervisor.
4. Stock Management
- Ensure correct loading to ensure maximum sales while avoiding high carryover or vehicle stock - out situations
- On receipt of returned products from stores, review and sign the same. On return from the market, reconcile the returned product with the storekeeper as per company policy
- As per company policy, review and sign the documents after having checked and confirmed good products received as returns from the market. Reconcile the good returns with the storekeepers and sign the relevant documents.
- Manage stock in stores to avoid bad returns and damaged product.
5. Sales Administration
- ·Ensure all Sales related administrative work is completed correctly and on time.
- ·Ensure daily collections are properly deposited with the cashier in a timely manner.
6. Mobile Sales Force Application(MSFA)
- After returning from the market, complete daily MSFA endorsement with the supervisor and discuss the daily activity. Discuss opportunities for market development. Review sales achievement against targets. Review other KPIs and agree next steps and actions.
7. Appearance & Conduct
- Ensure that your designated vehicle is clean inside and out.
- Ensure uniform and personal grooming is as per the company standard.
- Ensure that your professional behavior at all times
- Remember you are representing SADAFCO.
Summary
To execute Van Sales calls as per journey plan (JP) to achieve sales targets by selling to all customers all SKUs and ensure product availability, visibility, and replenishment.
Key Accountabilities
1. Sales
- Follow designated Journey Plans and ensure that there are no call exceptions and non-buying customers.
- Further, develop and refine the route by informing the Sales Supervisor about new outlets opening and outlets closing within the route.
- Provide customers with suggested orders ensuring maximum SKU availability in outlets by following recommended orders.
- Record accurate stock of all relevant SKUs in each outlet.
2. Product Display/ Assets/ Point of Sales(POS) material
- Deliver and display products as per merchandising policy in order to increase shelf space and off-take.
- Ensure effective utilization and maintenance of company assets (Chillers/ Freezers) with zero tolerance for non-SADAFCO products.
- Immediately report maintenance issues to supervisors.
- Any misuse of assets by customers to be reported to the sales supervisor immediately.
- Ensure POS is displayed in outlets as per company policy.
3. Invoicing & Collection
- Deliver invoices to customers and collect payment as per invoice.
- Ensure that all Temporary Credit (TC) invoices are collected as per TC credit policy.
- Ensure all TC invoices are properly filed and kept with the relevant supervisor.
4. Stock Management
- Ensure correct loading to ensure maximum sales while avoiding high carryover or vehicle stock - out situations
- On receipt of returned products from stores, review and sign the same. On return from the market, reconcile the returned product with the storekeeper as per company policy
- As per company policy, review and sign the documents after having checked and confirmed good products received as returns from the market. Reconcile the good returns with the storekeepers and sign the relevant documents.
- Manage stock in stores to avoid bad returns and damaged product.
5. Sales Administration
- ·Ensure all Sales related administrative work is completed correctly and on time.
- ·Ensure daily collections are properly deposited with the cashier in a timely manner.
6. Mobile Sales Force Application(MSFA)
- After returning from the market, complete daily MSFA endorsement with the supervisor and discuss the daily activity. Discuss opportunities for market development. Review sales achievement against targets. Review other KPIs and agree next steps and actions.
7. Appearance & Conduct
- Ensure that your designated vehicle is clean inside and out.
- Ensure uniform and personal grooming is as per the company standard.
- Ensure that your professional behavior at all times
- Remember you are representing SADAFCO.
Summary
To execute Van Sales calls as per journey plan (JP) to achieve sales targets by selling to all customers all SKUs and ensure product availability, visibility, and replenishment.
Key Accountabilities
1. Sales
- Follow designated Journey Plans and ensure that there are no call exceptions and non-buying customers.
- Further, develop and refine the route by informing the Sales Supervisor about new outlets opening and outlets closing within the route.
- Provide customers with suggested orders ensuring maximum SKU availability in outlets by following recommended orders.
- Record accurate stock of all relevant SKUs in each outlet.
2. Product Display/ Assets/ Point of Sales(POS) material
- Deliver and display products as per merchandising policy in order to increase shelf space and off-take.
- Ensure effective utilization and maintenance of company assets (Chillers/ Freezers) with zero tolerance for non-SADAFCO products.
- Immediately report maintenance issues to supervisors.
- Any misuse of assets by customers to be reported to the sales supervisor immediately.
- Ensure POS is displayed in outlets as per company policy.
3. Invoicing & Collection
- Deliver invoices to customers and collect payment as per invoice.
- Ensure that all Temporary Credit (TC) invoices are collected as per TC credit policy.
- Ensure all TC invoices are properly filed and kept with the relevant supervisor.
4. Stock Management
- Ensure correct loading to ensure maximum sales while avoiding high carryover or vehicle stock - out situations
- On receipt of returned products from stores, review and sign the same. On return from the market, reconcile the returned product with the storekeeper as per company policy
- As per company policy, review and sign the documents after having checked and confirmed good products received as returns from the market. Reconcile the good returns with the storekeepers and sign the relevant documents.
- Manage stock in stores to avoid bad returns and damaged product.
5. Sales Administration
- ·Ensure all Sales related administrative work is completed correctly and on time.
- ·Ensure daily collections are properly deposited with the cashier in a timely manner.
6. Mobile Sales Force Application(MSFA)
- After returning from the market, complete daily MSFA endorsement with the supervisor and discuss the daily activity. Discuss opportunities for market development. Review sales achievement against targets. Review other KPIs and agree next steps and actions.
7. Appearance & Conduct
- Ensure that your designated vehicle is clean inside and out.
- Ensure uniform and personal grooming is as per the company standard.
- Ensure that your professional behavior at all times
- Remember you are representing SADAFCO.
Summary
Deliver goods and products with the assigned truck or van to the depots/warehouses and other locations in KSA and abroad according to pre-defined plans and schedules and in line with SADAFCO work procedures, instructions, traffic and safety regulations.
Key Accountabilities
1. Loading/unloading
- Verify the correct loading and unloading of the Truck according to the loading document, maximum allowed loading weight and optimum storage in the truck.
2. Delivery
- Carry out the delivery of the goods as per plan in good condition at the right time to the right destination.
- Ensure to deliver goods as per the communicated lead times and transport requirements.
- Achieve set targeted performance by the management.
3. Maintenance
- Daily inspect before departure the functioning of the complete unit so as to prevent any breakdown of the truck on the road.
- Any truck that requires repairs/service is required to be brought to the workshop to conduct required repairs/preventive maintenance.
- Maintain and ensure cleanliness of the assigned truck.
- Follow truck manufacturer guidelines and instructions as per the established maintenance contract
4. Fueling
- Check and ensure the fuel tank contains enough fuel for the route.
- Ensure that the fuel TAGs installed on the truck are not misused or missing.
5. Reporting
- Report any accident immediately to transport controllers.
- Report Kilometer reading at the beginning of each month
- Report trip allowance by the 5th of each month
- Submit petty cash accounts by the 5th of each month
6. Accidents
- Report immediately any accident to the transport management.
- Ensure to get necessary accident documents from the concerned government offices for insurance.
7. Safety & security
- Drive the truck according to safety instructions and traffic regulations to ensure safe transportation and security of the truck.
- Comply with SADAFCO safety regulations
8. Customs documents
- Complete the required customs documents in case of international transportation.
9. Performance
- Achieve the target mileage set by the company.
- Ensure delivery of the company’s products on time.
Summary
To load and unload deliveries to/from the delivery van, according to instructions of the Pre Salesman orSales Supervisor andto ensurecorrect deliveriesfor the relevant customers. To ensureall products loaded for customers are in line with loading documents &gate passes provided by the salesman.
Key Accountabilities
1. Product Loading
- Load products into the sales vanaccording to delivery order, and ensure that the correct stock and quantitiesare loaded as per the gate pass.
2. Delivery
- Deliver to each customer (outlet)as per the pre-determined delivery route plan.
- Unload the deliveries at the outlet and place the delivered products in the designated goods allocated area.
- Capture the authorized customer signature and stamp on the delivery note confirming receipt of goods.
- Ensure on-time delivery to the customers as per store requirements. e.g. some customers require that deliveries be done no later than 08:00 as per the delivery route plan.
3. Appearance
- Ensure personal appearance as per the company standard.
- Ensure the van is clean from inside and outside.
- Ensure that the delivered products are in excellent condition and not damaged.
- Your appearance is important because you are representing SADAFCO.
4. Product returns
- Loadingof any products as&dbqtbad&dbqt returns must follow the return policy of SADAFCO.
- Collect any ‘good’ returned products (if any) and load them separately. Segregate from the other products on the van to assure that it should not damageany of the products loaded for later deliveries.
5. Pallet returns
- Collect company pallets and return them to the company warehouse, ensuring that the same numbers of pallets are returned following completion of all deliveries as was dispatched prior to deliveries.
- Ensure returned pallets do not damage or affect the products in the van.
Summary
To drive the frontline maintenance activities in the workshop so as to ensure the upkeep of vehicles and market freezers in accordance with the scheduled maintenance plans, and breakdown repairs schedules
Key Accountabilities
1. Maintenance
· Perform preventative maintenance activity for all the vehicles and market freezers in order to carry out the standard maintenance schedule so as to minimize vehicles breakdowns.
· Responsible for monitoring, updating and improving the planned maintenance system and ensure that progress is monitored as planned.
· Ensure that vehicles and market freezers performs to Deliver the products efficiently and to high quality standards.
· Ensure reactive and preventive maintenance tasks are completed on time without fail.
· Make continuous improvement suggestions so as to reduce the overall vehicles part costs.
· Attend the section reviews as per the SADAFCO Operating System (SOS) by giving feedback for agreed actions or commit to new action plans and participate in continuous improvement activities.
2. Health & Safety
· Ensure a clean and safe working area and potential risks are communicated for corrective action in order to follow the company’s health & safety policy
· Personally demonstrate safe behavior and take responsibility for the management of health & safety of engineering staff and contractors
· Ensure all work conforms to statutory & safety requirements
· Support a culture that enhances behavioral awareness to reduce accidents and “near misses”.
3. Reporting
· Prepare and fill up all required information in maintenance sheet/ report by recording any abnormal events that could happen during the operation with the vehicles .
Purpose of the job
To carry out the daily mixing, processing, cleaning, and sterilizing operations of the mixing and UHT equipment to prepare, mix and process the products in accordance with company’s quality standards with the laid down specifications and factory’s production schedule, ensuring a continuous and uninterrupted quality product supply to the packaging lines. Guide and train process operators and newcomers and develop new process operators.
Key Accountabilities
Ensure product batches are accurately prepared in accordance with the approved recipe and also ensuring all documentation and required records are completed.
Ensure mixing & process requirements are met and product is available on time according to the production schedule, meeting the quality standards. Prepare mixing and processing equipment for production by implementing the available work instructions, cleaning, sterilizing and preparation procedures, check lists and operation manuals.
Ensure all equipment’s are cleaned regularly as per the company’s cleaning procedures and work instructions, including powder hopers, pipes, reception units, mixing tanks, storage tanks, high shear mixers, valves, filters, pasteurizers, homogenizers, sterilizers, aseptic tanks, end clusters and filling clusters.
Conduct the mixed and final product inspections and quality control checks and keep the relative records. Implement the given sampling and QC procedure, provide samples to the lab for further QC analysis and record all results.
Conduct hourly inspections on all processing equipment to check for product leaks or any other abnormal non-standard operating conditions. Record all abnormal events and stops in the production process log sheet and report it to the section’s team leader.
Monitor all critical control points (CCPs), control points (CPs) and critical to quality parameters (CtQs) as per the written procedures, work instructions and manuals.
Maintain a perfect hygiene level in all mixing & processing machines and areas and keep all equipment in the basic standard condition.
Handle and store packaging materials, chemicals, cleaning tools and samples following the 5S principle and using the designated areas.
Ensure all safety devices are in place and in working condition.
Detect damages, temporary repairs and food safety, health & safety and environmental violations and report it to the section’s team leader.
Escalate and report any abnormal event (Break down, quality or safety issue, non-standard operating conditions) to the section’s team leader.
Follow the good manufacturing practices (GMPs) and good hygiene practices (GHPs), to ensure a clean and safe working environment and comply with company’s health and safety, environmental and food safety standards.
Participate in daily meetings providing “line’s” performance, quality & losses data or any other feedback / info related to the mixing / processing unit, as per the company’s operating system.
Follow SADAFCO operating system (SOS), participate in continuous improvement and lean activities.
Train, guide and coach new operators and act as team leaders, in case needed. Handle and store packaging materials, chemicals, cleaning tools and samples following the 5S principle and using the designated areas.
Ensure all safety devices are in place and in working condition.
Detect damages, temporary repairs and food safety, health & safety and environmental violations and report it to the section’s team leader.
Escalate and report any abnormal event (Break down, quality or safety issue, non-standard operating conditions) to the section’s team leader.
Follow the good manufacturing practices (GMPs) and good hygiene practices (GHPs), to ensure a clean and safe working environment and comply with company’s health and safety, environmental and food safety standards.
Participate in daily meetings providing “line’s” performance, quality & losses data or any other feedback / info related to the mixing / processing unit, as per the company’s operating system.
Follow SADAFCO operating system (SOS), participate in continuous improvement and lean activities.
Train, guide and coach new operators and act as team leaders, in case needed.
Assist technical team on preventive/corrective maintenance.
Summary
Ensure all process equipment is in excellent running condition, including fresh milk reception & mixing systems, pipes, pumps, vacuum systems, valves and valve clusters, pasteurizers and UHTs, homogenizers, heat exchangers, tanks, agitators, filtration systems, transfer lines and CIP systems, Plan and execute all preventive & corrective maintenance (PM, CM) activities of factory process systems, to improve the overall equipment effectiveness (OEE), reduce the maintenance conversion cost & the wastage and eliminate quality failures and customer complaints.
Key Accountabilities
· Conduct daily routine checks on all the process equipment in the factory to detect any damages or to check if there is a need for undertaking repairs on existing equipment. Use check lists and the established process equipment inspection procedures to keep all process equipment in an excellent operational condition.
· Perform the daily and weekly process equipment maintenance activities as per the technical manuals and maintenance procedures.
· Ensure all spare parts are installed on the process equipment as per the manuals, manufacturer’s recommendations and the maintenance procedures.
· Develop, implement, review, and improve the PM plans and schedules of the above equipment.
· Provide on-site technical support & proactive response to breakdowns, ensuring production continuity.
· Arrange and order the relevant spare parts, considering the delivery time and budgets.
· Collaborate with all departments (Projects, spare parts stores, planning, technical, production & quality) and communicate the PM schedules well in advance.
· Monitor, control, record and improve the process equipment maintenance cost and initiate actions to optimize it.
· Record all abnormal events in log sheets and escalate the critical issues regarding quality, performance, environmental & safety issues (e.g., breakdowns, product leakages, etc.) and take appropriate actions to resolve it.
· Review and update the PM check lists and ensure all planned PM activities will be completed on time.
· Strictly follow good maintenance practices and improve them further, considering the expected OEE, conversion costs, downtime, and quality of products.
· Ensure relevant process equipment is always in the basic condition.
· Initiate improvement projects to ensure a safer, efficient, and effective manufacturing operation. Work together with Head of Technical and technical team to prepare relevant budgets and improvement projects.
· Ensure there will be no shortcuts and quality of work is not compromised.
· Monitor the department’s KPIs and take actions to reduce maintenance cost and improve OEE, wastage and quality failures.
· Prepare weekly and monthly reports, based on the agreed KPIs, targets and projects.
· Assist Head of Technical with other maintenance activities.
· Strictly follow and implement all health and safety and food safety procedures, protecting employees and products and report all unsafe and risky operations.
· Supervise the installation and commissioning of new equipment and /or the upgrade of an existing system.
· Guide, Coach and train the newcomers.
Summary
Ensure all packaging & palletizing equipment is in excellent running condition, including Filling machines, conveying systems, printing machines, label applicators, accumulators, straw and cap applicators, film wrappers, handle applicators, cardboard packers, robots and palletizing systems and other relevant packaging equipment. Plan and execute all preventive & corrective maintenance (PM, CM) activities of factory process systems, to improve the overall equipment effectiveness (OEE), reduce the maintenance conversion cost & the wastage and eliminate quality failures and customer complaints.
Key Accountabilities
· Conduct daily routine checks on all the packaging and palletizing equipment in the factory to detect any damages or to check if there is a need for undertaking repairs on existing equipment. Use check lists and the established packaging and palletizing equipment inspection procedures to keep all packaging and palletizing equipment in an excellent operational condition.
· Perform the daily and weekly packaging and palletizing equipment maintenance activities as per the technical manuals and maintenance procedures.
· Ensure all spare parts are installed on the packaging and palletizing equipment as per the manuals, manufacturer’s recommendations, and the maintenance procedures.
· Develop, implement, review, and improve the PM plans and schedules of the above equipment.
· Provide on-site technical support & proactive response to breakdowns, ensuring production continuity.
· Arrange and order the relevant spare parts, considering the delivery time and budgets.
· Collaborate with all departments (Projects, spare parts stores, planning, technical, production & quality) and communicate the PM schedules well in advance.
· Monitor, control, record and improve the packaging and palletizing equipment maintenance cost and initiate actions to optimize it.
· Record all abnormal events in log sheets and escalate the critical issues regarding quality, performance, environmental & safety issues (e.g., breakdowns, product leakages, etc.) and take appropriate actions to resolve it.
· Review and update the PM check lists and ensure all planned PM activities will be completed on time.
· Strictly follow good maintenance practices and improve them further, considering the expected OEE, conversion costs, downtime, and quality of products.
· Ensure relevant packaging and palletizing equipment is always in the basic condition.
· Initiate improvement projects to ensure a safer, efficient, and effective manufacturing operation. Work together with Head of Technical and technical team to prepare relevant budgets and improvement projects.
· Ensure there will be no shortcuts and quality of work is not compromised.
· Monitor the department’s KPIs and take actions to reduce maintenance cost and improve OEE, wastage and quality failures.
· Prepare weekly and monthly reports, based on the agreed KPIs, targets and projects.
· Assist Head of Technical with other maintenance activities.
· Strictly follow and implement all health and safety and food safety procedures, protecting employees and products and report all unsafe and risky operations.
· Supervise the installation and commissioning of new equipment and /or the upgrade of an existing system.
· Guide, Coach and train the newcomers.
