NATIONAL OPERATIONS MANAGER

JOB DESCRIPTION

Job Title: National Operations Manager
Reports To: Managing Director
Department: Operations
Location: National Office (Cape Town)
Travel: Frequent

Main Purpose of the Job

To oversee the implementation and maintenance of warehouse operations across our clients national network to ensure workflow efficiency optimal resource allocation strategic planning budget management supply chain coordination process improvement and SOP compliance. This role also includes stakeholder relationship management and proactive sourcing strategies to support regular onboarding of new partners and contributors.

Key Responsibilities

1. Regional Operations Managers (RMs)

• Oversee RMs to ensure warehouse SOPs are adhered to and that daily operations translate into completed tasks.

• Conduct weekly status meetings with RMs to stay up to date and address any issues promptly.

• Review cycle and stock count results to ensure branches are within variance; take corrective action where necessary.

• Communicate organisational strategic goals and align operations accordingly.

• Collaborate with RMs to design and maintain an operational structure that supports strategic goals.

• Assist RMs in developing and improving budgets systems processes controls and procedures to enhance efficiency and client service.

• Regularly update SOPs manuals and documents; ensure all relevant stakeholders are informed.

• Monitor reports for SOP adherence.

• Prepare and manage monthly branch visit schedules for RMs.

• Review compliance audit reports and recommend corrective actions.

• Develop and implement operational strategies aligned with overall company goals.

2. General Management

• Ensure branch managers are trained and equipped to fulfil their responsibilities.

• Continuously improve systems and processes in support of the organisations mission.

• Promote effective collaboration across departments (HR ICT Finance Sourcing Fund Development etc.).

• Respond promptly to queries and operational concerns.

• Ensure appropriate indemnity coverage is in place.

• Conduct and document regular joint branch manager meetings.

• Ensure full compliance with internal policies regulations and requirements.

• Identify and implement workflow improvements with RMs and BMs.

• Conduct pilot studies as needed.

• Provide supervision and coaching to operations staff.

3. Stock Management

• Implement and maintain systems to ensure stock integrity.

• Review weekly and monthly stock reports; address discrepancies.

• Provide regular stock reports to the Managing Director including analysis and corrective actions.

• Implement controls to reduce shrinkage capture errors and improve documentation.

• Ensure staff are welltrained for stockrelated responsibilities.

• Oversee procurement to remain within budget while ensuring quality and competitive pricing.

4. Stakeholder / Donor Engagement

• Build and maintain strong relationships with all stakeholders.

• Promote the organisations model and shared value partnerships to potential contributors.

• Ensure daily submission of supplier documents for compliancerelated processing.

• Engage regularly with stakeholders to update them on programmes and explore partnerships.

• Represent the organisation at events conferences and exhibitions.

• Provide quarterly updates to partners and stakeholders.

5. Financial Management

• Prepare and oversee branch budgets; implement costsaving initiatives as needed.

• Coordinate with Finance to ensure timely invoicing for funded projects.

• Review and authorise payments to creditors.

• Maintain and organise electronic records for fiscal and operational documentation.

6. Fleet / Asset Management

• Ensure vehicles and assets are maintained roadworthy and serviced per requirements.

• Collaborate with Finance to update asset registers monthly.

• Ensure timely renewal of vehicle licenses.

• Obtain multiple quotes before authorising repairs.

• Implement leastcost routing and vehicle monitoring systems.

• Monitor driver activity and follow up on route exceptions.

• Maintain records related to vehicle monitoring including fuel usage and wearandtear.

• Ensure adequate insurance for all vehicles and assets.

7. Health and Safety

• Ensure health and safety policies are implemented and practiced regularly.

• Train staff on batch recall protocols and emergency procedures.

• Source compliant and costeffective service providers.

• Conduct annual independent audits for health and safety compliance.

8. Human Resources Management

• Ensure all staff have signed contracts job descriptions and compliance documentation.

• Authorise and record overtime; maintain accurate time sheets.

• Maintain complete and updated HR files at each branch.

• Plan and approve leave schedules to minimise operational disruption.

• Train operational staff and provide them with manuals and policies.

• Manage disciplinary procedures and performance reviews in collaboration with HR.

• Represent the organisation at CCMA or similar bodies when needed.

• Lead recruitment selection and onboarding processes.

• Approve labour broker use in consultation with the Managing Director.

• Set and review KPIs for operational staff.

• Align staff performance with organisational strategy and goals.

• Visit each branch at least once per quarter.

• Motivate train and supervise staff toward operational objectives.

9. Reporting

• Compile and analyse operational reports for informed decisionmaking.

• Provide reports to the Managing Director as required.

• Review monthly branch reports and audits following up on any issues.

• Conduct risk management audits to minimise organisational exposure.

10. Sourcing

• Build longterm partnerships with contributors.

• Identify opportunities in the supply chain for increased sourcing and redistribution.

• Meet quarterly and annual contribution targets.

Core Requirements

• Degree or Diploma in Supply Chain or Industrial Engineering.

• Strong knowledge of the South African food production industry and key stakeholders.

• Excellent verbal and written communication skills in English.

• Valid drivers license and willingness to travel.

• Minimum of 5 years experience in a managerial role in FMCG operations.

• Experience in public speaking and relationship management.

• Stakeholder management at a senior level.

Key Competencies

• High personal and professional standards; resilience under pressure.

• Strong project management and organisational skills.

• Creative problemsolving and analytical ability.

• New business development mindset.

• Dynamic innovative communicator with excellent presentation skills.

• Interpersonal communication and relationshipbuilding skills.

• Demonstrated leadership and teamorientation.