Plant Administrator & Procurement Officer

Job Title                                                Plant Administration Officer

Designation                                        Administration

Reporting To                                       Head of Manufacturing, Africa

Skip Level Reporting                        Head of SCM, Africa & Middle East

Function                                               SCM Projects

GJL                                                         2B-GJL

Location                                               Durban, South Africa

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 main purpose of the role is to manage the factory administrative activities related to reception duties, employee payroll submission and indirect materials and services procurement for the Canelands manufacturing site. This will involve collaborating and working across the functional teams to ensure payroll and indirect procurement tasks are accurately and timeously attend to and resolved.

Role Responsibilities

Administrative: Payroll submission

• Review, analysis and document on a weekly basis the clocking data to compute the individual working times for employees.
• Submit the weekly report to departmental managers for review and approval.
• Accurately compile the monthly payroll data for final approval and submission to payroll department within the prescribed timelines.

Administrative: Leave management

• On a regular basis check and advise departmental managers on inaccuracies that relate to the leave discrepancies for employees to ensure these are corrected in time to avoid delays.

Administrative: Petty Cah management

• Timely and accurate reconciling of petty cash before submission for approval.

Switchboard and Reception

• To operate the switchboard effectively and take accurate messages and pass them to the relevant staff timeously.
• Deal with visitors in a professional manner ensuring minimal delays are encountered.
• Answer queries by employees and clients.

Ad-hoc

• Ensure full participation and adherence to all SHEQ and 5S Standards in work area
• Events planning for site activities, courier requirements, involved in yearly stock take activities.
• Update and provide reports for e.g. Conduct 5S auditing. Fax, type, file, bind and photocopy documents etc. as and when required.

Responsibility Weightage and % of Time Spent Matrix

Financial Accountability

• Strict adherence to Company Financial Integrity, Anti-trust and Competition Law

Strategic:                                                         Strategic 20%; Tactical 80%

Number of Direct Reports:                          0

Number of Indirect Reports:                      0

Internal Stakeholders

Stakeholder

• Manufacturing, Maintenance, Logistics, Planning & Warehousing teams: Communication of purchase requisition status and payroll and leave issues.
• Payroll team: Leave accuracy, monthly payroll submission, petty cash.

External Interactions

• Vendors: Assist with preparation of supplier delivery performance information.

Knowledge, Skills and Experience Required

• 1-3 Years Relevant ERP platforms such as SAP, Ivalua or eProcurement Systems.
• 2-4 years of experience in administrative roles or Procurement of Indirect Materials & Services in Agro-chemicals or Chemicals Category.
• Work across processes such us MRO, manufacturing, maintenance, logistics, warehousing, CAPEX & OPEX
• Advanced level usage of Excel and Word

 Technical Requirements:

• Bachelor’s degree in business administration, Supply Chain Management, or a related field.
• Excellent organizational and communication skills, proficiency in procurement software, and strong negotiation abilities.

Behavioural Requirements

• Strong communication skills
• High level of Rigour & Accuracy
• Attention to detail in data analysis
• Ability to facilitate unplanned urgent issues
• Ability to deal with adversity (Resilience)

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.