Materials Specialist

Reporting to the Supervisor SCM, the Materials Specialist is generally accountable for performing various tasks associated with purchasing, requisitioning, receipt, storage, issuance, accounting and perpetual inventory maintenance of a variety of materials, supplies and equipment at the Warehouse.

 

 

Phoenix Park Gas Processors Limited

 

JOB DESCRIPTION

 

 

Position Identification

Job Summary

Reporting to the Supervisor SCM, the Materials Specialist is generally accountable for performing various tasks associated with purchasing, requisitioning, receipt, storage, issuance, accounting and perpetual inventory maintenance of a variety of materials, supplies and equipment at the Warehouse. These activities are expected to be conducted safely, cost-effectively and reliably and must be delivered in a manner that consistently adds value to PPGPL's overall business process. The position will also be required to provide related support to the Group of Companies and its subsidiaries and new business ventures as required.

Dimensions

The SCM process is an integrated component of the business process at PPGPL, and the Materials Specialist is an important link in the SCM process. The position implements systems for the efficient and effective management of materials and inventory adhering to established standards of performance. It implements inventory and material handling process improvements and develops and maintains a schedule for reviewing all material descriptions on a regular basis to ensure consistent application of the material format guidelines. The position is responsible for the effective procurement and delivery of goods and materials required by user departments.  The position undertakes analytical and evaluative reports and exercises on material usage and translates such information into recommendations for improved efficiency of Warehouse operations, identifying obsolescent and/or surplus spares. The position enhances operational efficiency by optimizing inventory levels and draws heavily on appropriate information technology to analyse and track the movement, receipt and storage of material. The position has responsibility for overseeing the end of year stock count and identifying any corrective measures required.

The position operates under general supervision and guidance and functions within clearly prescribed rules, regulations and internal controls. The performance expectations of the position are clearly detailed, and the position exercises no financial decision-making.

 

Individual’s Safety Responsibility

It is the responsibility of each employee to protect oneself as well as fellow workers from injury. Work shall be conducted according to established safe practices and procedures. Please refer to PPGPL’s Safety Manual.

 

Nature & Scope

The position of Materials Specialist provides operational as well as analytical and reporting input of Warehousing operations into the SCM function. The Materials Specialist exercises a shared responsibility for the timely and cost-effective requisitioning, sourcing and procurement of materials required by the Company. The position analyses vendor performance with regards to deliveries, reviews inventory related computations, interprets inventory information and reports on inventory costs and movement. Additionally, the position is responsible for updating blanket contracts, consignment agreements and the recording of material data on the system verifying manufacturers' specifications and invoice documentation and updating of inventory records accordingly. The position is responsible for ensuring the Warehouse is maintained to the required standard to mitigate the risk of the unavailability of required materials. 

 

Duties & Responsibilities

1.Ensure the application of established policies and practices for the receipt, storage, and replenishment of materials in the Warehouse.

2.Manage and update the inventory system to reflect movement of materials and inventory including replenishment and expediting report. Responsible for the quality and timeliness of all records that reflect the state of materials availability in the Warehouse.

3.Review and analyze procurement requirements to effectively procure inventory materials and items required by the organization.

4.Solicit and evaluate proposals for requested purchase requirements in accordance with PPGPL’s approved policy and procedures.

5.Direct and monitor warehouse functions to ensure proper and correct storage practices are followed to ensure and maintain material integrity and availability of all items stored in the warehouse. 

6.Provide data and information to assist in the development of Blanket/Consignment and Vendor Agreements for the supply of general and critical spare parts. Update the system to reflect movement of items under all Blanket Contracts.

7.Develop and implement systems to control the purchase and movement of inventory purchases. Lead and implement cost reduction, process improvement and quality improvement initiatives and projects.

8.Plan, coordinate and implement the perpetual inventory programme. Reconcile physical stock levels with Warehouse records, report and resolve all stock variances. Analyse inventory variances to identify root causes of discrepancies and provide corrective action. 

9.Provide analytical reports and recommendations with regard to Warehouse operations. Identify inventory and material handling process improvements.

10.Lead routine assessment of the items stored in the Warehouse to initiate write-offs of obsolete items of warehouse inventory in accordance with established procedures and ensure accuracy of inventory evaluation and reconcile balances. 

11.Generate periodic reports analysing shelf life of inventory and initiate inspection and testing.

12.Responsible for coordinating the disposal of obsolete items of Warehouse inventory. 

13.Responsible for maintaining appropriate inventory levels by monitoring, conducting analysis, making recommendations, and providing reports related to consumption rates, material usage, lead times and re-order levels. Take corrective measures as it relates to the inventory of material and equipment to ensure that stocks are kept at an optimum level commensurate with operational activity.

14.Use available technology to record, monitoring, analyse data to inform corrective actions and, develop strategies to minimize costs and improve efficiency.

15.Lead and implement special projects as may be required from time to time. Report project plans, schedules, progress and results. 

16.Leading and/or participating in committees and cross-functional teams in accordance with roles and duties identified as per workplans and/or team charters.   

17.Provides support to PPGPL’s subsidiary business units on an as-needed basis as part of the shared services model between PPGPL and its subsidiary entities. 

 

Job Specifications

Minimum Acceptable Academic Qualifications

A UTT or NEC Technician’s Diploma in Engineering or a related discipline or a Business Management Diploma from an accredited tertiary institution.  The following will be considered an asset: 

•CIPS or CPM Diploma 

Minimum Number of Years of Relevant Experience

Five (5) years relevant experience in Materials Management or related field. 

 

Specific Skills and Knowledge Requirements:

•Sound interpersonal, communication and organisational skills.

•Ability to comprehend and apply computerised database management systems.

•Sound analytical skills to identify trends and make recommendations.

•Knowledge of tools and spare parts used in petrochemical industry.

•Knowledge of warehouse operations and inventory management.

•Proficiency in the use of Microsoft Office Suite.

•Knowledge of Procurement and Supply Chain Management Systems.

•Forklift certification

Disclaimer

“The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified”

Position Title:Materials SpecialistDepartment:Corporate Partnerships Status: Permanent
Position reports to:Supervisor SCMPosition Supervises: NoneWork Coordinated by:Supervisor SCMDate of Completion December 2024
Job Summary
Reporting to the Supervisor SCM, the Materials Specialist is generally accountable for performing various tasks associated with purchasing, requisitioning, receipt, storage, issuance, accounting and perpetual inventory maintenance of a variety of materials, supplies and equipment at the Warehouse. These activities are expected to be conducted safely, cost-effectively and reliably and must be delivered in a manner that consistently adds value to PPGPL's overall business process. The position will also be required to provide related support to the Group of Companies and its subsidiaries and new business ventures as required.

Dimensions
The SCM process is an integrated component of the business process at PPGPL, and the Materials Specialist is an important link in the SCM process. The position implements systems for the efficient and effective management of materials and inventory adhering to established standards of performance. It implements inventory and material handling process improvements and develops and maintains a schedule for reviewing all material descriptions on a regular basis to ensure consistent application of the material format guidelines. The position is responsible for the effective procurement and delivery of goods and materials required by user departments.  The position undertakes analytical and evaluative reports and exercises on material usage and translates such information into recommendations for improved efficiency of Warehouse operations, identifying obsolescent and/or surplus spares. The position enhances operational efficiency by optimizing inventory levels and draws heavily on appropriate information technology to analyse and track the movement, receipt and storage of material. The position has responsibility for overseeing the end of year stock count and identifying any corrective measures required.
The position operates under general supervision and guidance and functions within clearly prescribed rules, regulations and internal controls. The performance expectations of the position are clearly detailed, and the position exercises no financial decision-making.
Individual’s Safety Responsibility
It is the responsibility of each employee to protect oneself as well as fellow workers from injury. Work shall be conducted according to established safe practices and procedures. Please refer to PPGPL’s Safety Manual.
Nature & Scope
The position of Materials Specialist provides operational as well as analytical and reporting input of Warehousing operations into the SCM function. The Materials Specialist exercises a shared responsibility for the timely and cost-effective requisitioning, sourcing and procurement of materials required by the Company. The position analyses vendor performance with regards to deliveries, reviews inventory related computations, interprets inventory information and reports on inventory costs and movement. Additionally, the position is responsible for updating blanket contracts, consignment agreements and the recording of material data on the system verifying manufacturers' specifications and invoice documentation and updating of inventory records accordingly. The position is responsible for ensuring the Warehouse is maintained to the required standard to mitigate the risk of the unavailability of required materials. 
Duties & Responsibilities
1.Ensure the application of established policies and practices for the receipt, storage, and replenishment of materials in the Warehouse.
2.Manage and update the inventory system to reflect movement of materials and inventory including replenishment and expediting report. Responsible for the quality and timeliness of all records that reflect the state of materials availability in the Warehouse.3.Review and analyze procurement requirements to effectively procure inventory materials and items required by the organization.4.Solicit and evaluate proposals for requested purchase requirements in accordance with PPGPL’s approved policy and procedures.5.Direct and monitor warehouse functions to ensure proper and correct storage practices are followed to ensure and maintain material integrity and availability of all items stored in the warehouse. 
6.Provide data and information to assist in the development of Blanket/Consignment and Vendor Agreements for the supply of general and critical spare parts. Update the system to reflect movement of items under all Blanket Contracts.
7.Develop and implement systems to control the purchase and movement of inventory purchases. Lead and implement cost reduction, process improvement and quality improvement initiatives and projects.
8.Plan, coordinate and implement the perpetual inventory programme. Reconcile physical stock levels with Warehouse records, report and resolve all stock variances. Analyse inventory variances to identify root causes of discrepancies and provide corrective action. 
9.Provide analytical reports and recommendations with regard to Warehouse operations. Identify inventory and material handling process improvements.
10.Lead routine assessment of the items stored in the Warehouse to initiate write-offs of obsolete items of warehouse inventory in accordance with established procedures and ensure accuracy of inventory evaluation and reconcile balances. 
11.Generate periodic reports analysing shelf life of inventory and initiate inspection and testing.
12.Responsible for coordinating the disposal of obsolete items of Warehouse inventory. 
13.Responsible for maintaining appropriate inventory levels by monitoring, conducting analysis, making recommendations, and providing reports related to consumption rates, material usage, lead times and re-order levels. Take corrective measures as it relates to the inventory of material and equipment to ensure that stocks are kept at an optimum level commensurate with operational activity.
14.Use available technology to record, monitoring, analyse data to inform corrective actions and, develop strategies to minimize costs and improve efficiency.
15.Lead and implement special projects as may be required from time to time. Report project plans, schedules, progress and results. 
16.Leading and/or participating in committees and cross-functional teams in accordance with roles and duties identified as per workplans and/or team charters.   17.Provides support to PPGPL’s subsidiary business units on an as-needed basis as part of the shared services model between PPGPL and its subsidiary entities. 

Job Specifications
Minimum Acceptable Academic QualificationsA UTT or NEC Technician’s Diploma in Engineering or a related discipline or a Business Management Diploma from an accredited tertiary institution.  The following will be considered an asset: 
•CIPS or CPM Diploma 
Minimum Number of Years of Relevant ExperienceFive (5) years relevant experience in Materials Management or related field. 
Specific Skills and Knowledge Requirements:•Sound interpersonal, communication and organisational skills.•Ability to comprehend and apply computerised database management systems.•Sound analytical skills to identify trends and make recommendations.•Knowledge of tools and spare parts used in petrochemical industry.•Knowledge of warehouse operations and inventory management.•Proficiency in the use of Microsoft Office Suite.•Knowledge of Procurement and Supply Chain Management Systems.•Forklift certification
Disclaimer“The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified”