JOB PURPOSE
To provide flexible, on-demand operational support across multiple functions within the Operations Department. The Locum Operations Support Staff will step in to cover for permanent staff (Stores & Warehousing Controller, Retail Outlet Lead, Procurement controller and Logistics Coordinator) during absences, leave periods, or peak operational demands. The role requires a versatile individual capable of adapting quickly to different operational areas while maintaining business continuity, adherence to internal controls, and high service standards.
KEY RESPONSIBILITIES (BY FUNCTION)
The Locum Operations Support Staff will be assigned to one of the following four functions depending on business needs. The role is rotational, and the individual must be prepared to undertake responsibilities across all three areas.
FUNCTION A: STORES & WAREHOUSING CONTROLLER (Coverage)
When covering the Stores & Warehousing Controller, the locum will perform the following duties:
Inventory Receipt & Issuance (System & Physical)
Receive incoming goods from suppliers against approved Purchase Orders and Goods Received Notes (GRNs).
Key Control: Physically count and inspect goods for quantity and quality before system entry. ERP entry remains the responsibility of the Procurement & Inventory Coordinator in line with segregation of duties.
Prepare supporting documentation, including GRNs, delivery notes, and inspection reports, for ERP entry.
Issue raw materials and consumables to production or other departments against approved Material Requisition Forms (MRFs).
Apply FIFO/FEFO inventory rotation principles during stock issuance.
Warehouse Organization & Safety
Maintain a clean, organized, and safe warehouse environment.
Ensure inventory is properly labelled, zoned, and stacked.
Segregate damaged, expired, or quarantined stock from usable inventory.
Stock Counts & Reconciliation
Conduct daily cycle counts.
Participate in monthly and quarterly stock counts.
Key Control: Investigate physical stock variances and report findings to the Procurement & Inventory Coordinator. The locum is responsible only for counting and reporting and is not authorized to make ERP adjustments.
Documentation & Reporting
Maintain accurate bin cards and stock movement records.
Report low stock levels, damaged stock, and slow-moving inventory.
FUNCTION B: RETAIL OUTLET LEAD (Coverage)
When covering the Retail Outlet Lead, the locum will perform the following duties:
Retail Operations & Customer Service
Supervise the day-to-day operations of the retail outlet.
Ensure timely opening and closing of the outlet.
Maintain high customer service standards.
Resolve customer inquiries and complaints professionally.
Sales & Cash Handling
Supervise cashiers and sales assistants.
Ensure accurate Point of Sale (POS) transactions.
Key Control: Review daily sales reconciliations and hand over reconciled cash and card reports to Finance. The locum is not responsible for banking cash.
Coordinate with the warehouse to replenish shop stock.
Monitor slow-moving stock and communicate with the Procurement Coordinator regarding promotions or supplier returns.
Visual Merchandising
Maintain an attractive and well-organized retail outlet.
Implement promotional displays as directed.
Reporting
Prepare daily sales reports, footfall reports, and cash reconciliation summaries.
Report theft, losses, or security incidents immediately.
FUNCTION C: LOGISTICS COORDINATOR (Coverage)
When covering the Logistics Coordinator, the locum will perform the following duties:
Transport Planning & Coordination
Plan and coordinate daily delivery schedules.
Allocate vehicles and drivers based on delivery priorities.
Monitor vehicle movement and delivery progress.
Loading & Dispatch
Supervise vehicle loading.
Verify that goods loaded match delivery documentation.
Ensure drivers have all required documentation before departure.
Returns & Reverse Logistics
Coordinate customer returns.
Ensure returned goods are inspected and processed using approved procedures.
Reporting
Maintain dispatch logs.
Prepare weekly logistics performance reports covering on-time delivery, and vehicle downtime.
FUNCTION D: PROCUREMENT CONTROLLER (Coverage)
When covering the Procurement Controller, the locum will perform the following duties:
Procurement Planning & Sourcing
Receive and review approved purchase requisitions.
Source quotations from approved suppliers in line with procurement procedures.
Compare prices, specifications, lead times, and supplier terms.
Prepare purchase orders and procurement schedules for review and approval by authorized personnel.
Follow up on order confirmations and expected delivery dates.
Supplier Management
Maintain supplier records and approved vendor lists.
Liaise with suppliers on delivery timelines, shortages, substitutions, and order discrepancies.
Monitor supplier performance in relation to quality, pricing, responsiveness, and delivery reliability.
Escalate supplier issues that may affect operations or service delivery.
Procurement Documentation & Reporting
Maintain procurement files, quotation records, purchase order registers, and supplier correspondence.
Prepare procurement status reports, open order reports, and supplier performance summaries.
Coordinate with Finance on budget availability, invoice queries, and payment-related follow-ups where required.
Key Controls
The locum may prepare procurement documents but is not authorized to approve purchase orders, sign contracts, commit the company to expenditure, or authorize supplier payments.
The locum must ensure all procurement activities comply with company policy, approved supplier lists, and internal control requirements.
REQUIRED QUALIFICATIONS & EXPERIENCE
Education: Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Logistics, Procurement, Inventory Management, or a related field.
Experience
Minimum of 2 - 3 years' experience in warehousing, retail operations, or logistics coordination within a manufacturing, distribution, or retail environment.
Systems Working knowledge of ERP systems such as Odoo, SAP, Microsoft Dynamics, or equivalent. Experience using POS systems is an added advantage.
Numeracy Strong numerical skills for stock counting, cash reconciliation, and logistics reporting.
Communication Excellent verbal and written communication skills.
Integrity High ethical standards with a clear understanding of internal controls and segregation of duties.
KEY COMPETENCIES
Adaptability and Flexibility, Problem Solving Skills, Attention to Detail, Physical Stamina, Teamwork and Time Management Skills
PERSONAL ATTRIBUTES
Self-motivated with minimal supervision.
Resilient and able to work in a fast-paced environment.
Customer-focused and service-oriented.
Reliable and punctual.
Honest and ethical.
Willing to learn and adapt.
KEY PERFORMANCE INDICATORS (KPIs)
Availability & Responsiveness Respond to call-out requests within one hour and report to work within the agreed response time.
Inventory Accuracy Maintain physical stock variances below 2% when covering Stores and Warehousing.
Cash Reconciliation Achieve zero cash variances when covering the Retail Outlet.
On-Time Delivery Achieve at least 95% on-time deliveries when covering Logistics.
Incident Reporting: Report 100% of operational incidents within one hour.
Documentation Accuracy:Complete and submit all required documentation within 24 hours.
Customer and Team Feedback :Maintain positive feedback from supervisors, colleagues, and customers.
Procurement Turnaround: Prepare and submit procurement documents and supplier follow-ups within agreed timelines when covering Procurement.