Quality Assurance In-bound Material Co-Ordinator

Job Title                                                 QA Inbound Material co-ordinator

Designation                                          Co-Ordinator

Reporting To                                         Quality and Risk Management Officer

Skip Level Reporting                           Head of Manufacturing, Africa

Function                                                Quality Assurance 

Location                                                 South Africa - Canelands

ABOUT UPL:

UPL is focused on emerging as a premier global provider of total crop solutions designed to secure the world’s long-term food supply. Winning farmer's hearts across the globe, while leading the way with innovative products and services that make agriculture sustainable, UPL is the fastest-growing company in the industry. Our successes in the field add up to powerful financials. UPL delivers results from protecting crops that translate into attractive investor value. Based on the recognition that humankind is one community, UPL’s overarching commitment is to improve areas of its presence, workplace, and customer engagement.

Our purpose is ‘OpenAg’. An agriculture network that feeds sustainable growth for all. No limits, no borders.

We are one team, for maximum impact. One team with shared goals. We have a laser-like focus on what our customers need and want, on anticipating their future needs, and on how we can create innovative solutions and experiences for them. We think outside the box and go beyond our comfort zone. We believe in agility, we mix the power of speed, with structure from process. And wherever we can, we always believe in having fun

Role Summary

The QA Inbound Material Coordinator is responsible for ensuring that all inbound raw materials and rework products procured for production conform to established specifications and quality standards. The role supports the integrity of the supply chain by managing the receipt, testing, disposition, and documentation of inbound materials. It also extends to troubleshooting product failures, supporting non-conformance management, and providing broader quality assurance support across the manufacturing function.  

1. Receiving of Material

1. 1. Conduct physical counts of incoming materials to ensure accuracy and completeness.
   2. Properly mark the materials with clear identification, description and relevant codes.
   3. Ensure correct allocation of materials to their designated storage areas or recipients based on inventory requirements
   4. Update the inventory master list in real time to reflect new arrivals and ensure all records are accurate and up to date.
   5. Properly store materials or packages in accordance with specified requirements
   6. Facilitate the resolution on any discrepancies between what was requested and received.

2. Inbound Material Quality Checks

2. 1. Conduct physicochemical analysis on all inbound raw materials, including buy-out, Active Ingredient (AI), and Formulation Inert (FI) materials.
   2. Where prior physical testing has not been conducted, validate Certificates of Analysis (COAs) against UPL specifications and record findings in the relevant tracking database.
   3. Raise non-conformances with suppliers and on internal platforms when raw materials do not meet UPL specifications and follow up to ensure timely resolution.
   4. Test and validate expired products or raw materials to assess suitability for shelf-life extension or rework, and document outcomes clearly.
   5. Physically place disposition sheets onto materials in the warehouse, moving between storage locations and handling bulk containers as part of the material release and hold process.
   6. Regularly review physical material specifications to ensure alignment with processing equipment capabilities

3. Inventory Management

3. 1. Assist in maintaining accurate inventory levels by performing periodic counts and reconciling discrepancies- Perform a monthly cycle count for Z006
   2. Support the Inventory Coordinator in managing inventory control systems, ensuring materials are stored correctly and accessible when needed.
   3. Monitor rework material usage to ensure inventory levels are consistent with project requirements, anticipating future rework material needs as per rework plan created in consultation with Planning department and NCM committee
   4. Report any material shortages or damages for corrective action.
   5. Maintain and update the raw material specifications database to support Procurement with purchasing decisions.
   6. Ensure all buy-out, AI, and FI retention samples are correctly stored under appropriate conditions for use in customer complaint investigations, with the sample database always kept current.

4. Reporting

4. 1. Compile and submit regular reports on:

• 1. Non-Conformance Management (NCM) and Rework materials- rework material usage, inventory levels, and outstanding rework requirements. Including quantity of dispositions created per category and Recoveries
  2. Inbound material testing- physicochemical analysis results, COA validation outcomes, and disposition status.
  3. Inventory- cycle counts, material availability, movement summaries, and discrepancy resolutions.

1. 2. Support in compiling regular reports on inventory status, material availability, and movement to assist the Inventory Coordinator with decision-making

5. Documentation & Record-Keeping

5. 1. Assist in maintaining all documentation related to material movements.
   2. Ensure all materials received and dispatched are accurately recorded in the system, with proper reference numbers and tracking information.
   3. Ensure all QA procedures relevant to inbound materials are documented, maintained, and compliant with the Integrated Management System (IMS).
   4. Lead the development of Standard Operating Procedures (SOPs) within the Materials Coordination function and ensure their proper application and adherence.
   5. Assist in the implementation and maintenance of ISO 9001, ISO 14001, and ISO 45001 processes applicable to the laboratory and materials function

6. Continuous Improvement

6. 1. Assist in identifying opportunities for improving material handling processes, reducing waste, and enhancing overall efficiency.
   2. Collaborate with the team to implement best practices in material control and storage management.
   3. Assist the Process Development Chemist in reviewing BOM changes that impact raw material specifications or inbound material requirements.
   4. Support process optimisation initiatives by providing inbound material test data and physicochemical analysis results as required.

7. Team Support & Communication

7. 1. Collaborate with other departments, including purchasing, warehouse staff, and project teams, to ensure smooth material flow.
   2. Serve as a point of contact for team members and other departments regarding material availability and status.
   3. Assist in providing technical input into internal and external customer complaints related to product defects, drawing on inbound material testing records and COA validation data.

8. Safety & Compliance

8. 1. Ensure that materials are handled and stored in accordance with safety protocols, environmental regulations, and company policies.
   2. Assist in conducting safety checks of materials during receiving, storing, to prevent accidents or hazards.
   3. Support Manufacturing in conducting audits of inventory and ensuring compliance with industry standards and company procedures.
   4. Actively participate in all SHEQ & TQM program as required by the business

9. Physical Requirements

9. 1. Must be physically fit and able to safely lift and carry raw material containers of up to 25kg when taking samples and managing storage areas.
   2. Must be able to move around the warehouse throughout the day to carry out sampling, disposition, and material handling tasks.

Responsibility Weightage and % of Time Spent Matrix

Financial Accountability

• Formulation of stable product/s
• Customer satisfaction
• Priorities
• Quality work
• Time management

Strategic 60%; Tactical 40%

Number of Direct Reports:                         

Number of Indirect Reports:                     

Internal Stakeholders

• Regulatory
• Technical
• Commercial
• Supply Chain
• QC lab
• Production
• QA
• Planning
• Warehouse

External Interactions

• Suppliers of raw materials
• 3PL Warehouses
• Tolling Network

Knowledge, Skills and Experience Required

Technical Requirements:

• National Diploma in Analytical Chemistry (or equivalent)
• National Diploma in Production Management (advantageous)
• BTech in Quality Management (advantageous)
• Working knowledge of ISO 9001 / 14001 / 45001 integrated management systems
• Proficiency in physicochemical analysis and laboratory testing methodologies
• Experience with Certificate of Analysis (COA) validation and raw material specification management
• Familiarity with agrichemical formulation processes and tolling operations (advantageous)
• Computer literate- Proficient in Microsoft Office with SAP experience
• 2-3 years of laboratory or quality assurance experience in a manufacturing environment, preferably within the agrichemical, chemical, or pharmaceutical sector

Behavioural Requirements

• Attention to Detail- Demonstrates thoroughness and accuracy in all testing, documentation, and reporting activities

• Agile & Problem-Solving Mindset- Responds effectively to changing priorities and resolves quality challenges with practical solution
• High level of personal ethics - Leads by example, maintaining high ethical standards even in ambiguous or complex situation
• Behavioural-Based safety (BBS) mindset- actively promotes and models a culture of safety in all workplace activities
• Physical Fitness- Capable of safely lifting and carrying materials of up to 25kg
• Mobility & Stamina- Able to move between warehouse storage locations to place disposition sheets and manage sample areas throughout the working day

UPL Competencies

• Adaptability & Resilience

Recognizes and is open to changing circumstances and alters behavior and scales up as necessary; increases personal awareness and appreciation of individual and cultural differences to create an open, inclusive, and accepting workplace

• Entrepreneurial Mindset 

Has a creative mindset and ability to think holistically, takes calculated risks and maximizes opportunities

• Results Orientations

Acts, pursues goals with persistence and achieves results; communicates goals and vision to the team to drive enthusiasm and ambition

• Execution Excellence

Enhances the speed of execution and builds efficiency in processes, systems, and people; has sharp focus on quality-orientation

• Strategic Orientation

Demonstrates knowledge of the social, economic, and environmental factors and how they impact the business. Identifies key issues that could impact the business and develops strategy through an analytical lens / design thinking

• Building Teams and Talent

Empowers colleagues through knowledge sharing and delegation, quickly establishing rapport; provides recognition for achievements and accomplishments

• Customer Centricity

Understands the customer needs and pain points, fulfills the needs and expectations by focusing on creating value for customers.