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  • Vacancy in a Global Cosmetic and Beauty Product Company

  • Posted on: 30 September, 2014 Deadline: Not Specified
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    Our Client is a global cosmetic and beauty product company.

    Position/Title:        Operations Manager
    Reports to:            Managing Director
    Location:                    Lagos

    Supply Chain Operations Manager


    Purpose of Job

    • To assure:
      • Optimal support for business development
      • All activities must be aligned with the company’s strategy
      • Accomplish the targets (operational and budget)
      • World Class Service
      • Accomplish our promises (delivery on time and form for example)
      • Continuity of the business
    • To generate
      • Strategies that guarantee business growing
      • Efficiency
      • Cost savings
      • Customer loyalty trough a world class service

    Candidate Profile

    Qualifications/ Competencies required:

    • 30-45 years
    • Minimum of 7years of previous experience in Supply Chain/Logistics/Customer Service
    • Experience from business in fast growth path
    • Service attitude
    • University Degree in Engineering, Administration or Business.
    • “Hands on” with helicopter perspective and knowledge in all areas
    • Strong Leader – manage employees in multiple locations
    • Very good analytical skills
    • English spoken, written and read
    • Fast moving consumer goods experience
    • Very organized, structured and detailed seeking efficiency opportunities 
    • Process oriented
    • Strong project leader
    • Very good interpersonal, motivational and management skills
    • Good negotiation skills
    • Good report writing skills
    • Good knowledge of Excel in particular and systems in general
    • Able to cope with stress.

    Personal characteristics:

    • Dynamic, strong and practical leader with entrepreneurial and commercial orientation
    • The ability to lead people and foster productive teamwork
    • Good strategic thinker with necessary analytical competence
    • An extrovert with strong communication skills capable of motivating people in a rapidly changing environment
    • Strong drive and a positive “down-to-earth” attitude
    • Sound personal judgment and ability to handle big responsibilities under freedom
    • Highly dedicated in achieving results
    • Strong willingness to learn and develop
    • Eagerness to take on new responsibilities
    • A proactive approach to improving business
    • Encounter curiosity, innovation, creativity – and the ability to apply them to achieving measurable results
    • Adaptability and easiness to adjust to changes and new environments
    • Work well under pressure
    • Skills in negotiating with suppliers.
    • Organized, well-structured and good at doing many things and at the same time meeting deadlines.

    HUMAN RESOURCE        

    Fully responsible for the hiring of Middle Management of the area and has direct involvement and decision over the HR within department.

          Supervision and training of employees

    • Human resource management within the department consisting of warehouse and SC personnel
    • Constantly update you and your teams knowledge about trends, processes, equipment and technology.
    • Coordinate internal or external training in areas where needs are being identified on a group or individual level.
    • Evaluate personnel on a regular basis to assure that we have the appropriate person in each position.
    • Development dialogs and target setting with all employees.
    • Constantly secure optimal working schedules to achieve optimal service and optimal total company employee cost.

          Succession planning

    • Plan future challenges for the employees within the country and develop the employees for future challenges.

    Service attitude and feedback

    • Create a service attitude and urgency in the CS&O organization.
    • Post all relevant group and individual KPI’s on score boards so that the employees get immediate feedback on their performance.


    • Make sure that all subordinates are up to date with the latest catalogue offers, company policies, etc.
    • Assure a good personal presentation among all subordinates.
    • Coordinate working hours and holidays.

    BUSINESS CENTRE         

    • Develop future business centre service vision and strategy.
    • Implement agreed vision, strategy and agreed projects.
    • Propose, support and implement actions to increase sales (i.e. outbound calls actions).
    • Secure that agreed service levels are met.
    • Align national business center procedures and layout.
    • Ensure good service, good first impression and resolve all claims quickly.
    • Make sure that there are efficient and formalized procedures in place that guarantee optimal service levels at an optimal use of existing resources.
    • Assure an adequate level of the physical installations in each center from a service and an operational as well as a corporate image point of view.
    • Assure the existence of an efficient in- and out-flow of information vs. other functions and departments (for example with regards to OOS).
    • Assure an optimal level of staffing aiming at improved service levels in parallel with increased productivity with especial focus on the month-end.
    • Assure that all employees are properly trained and fit the required operator profile when it comes to for example an adequate personal presentation, service orientation, etc.
    • Make sure that the quality of the service offered and related KPIs are monitored and achieved on continuous basis.
    • Make sure that the Pick & Pack operation complies with the general standards.
    • Make sure that all inventory movements are registered and that physical inventory counts are done according to established procedures.
    • Monitor the quality of in- and outbound calls by randomly listen to calls.


          Customer Service

    • Develop future service vision and strategy.
    • Implement agreed vision, strategy and agreed projects.
    • Implement agreed regional incidents and claims processes.
    • Secure agreed service levels.
    • Make sure that there are efficient and formalized procedures in place, including a good coordination between all departments involved in the claim process, that guarantee that each claim is solved within the established time frames.
    • Make sure that all customer service activities are aligned with other areas (customer service in branches, etc).
    • Make sure that the area has the physical installations required in order to guarantee an optimal service level (claims IT support, etc).
    • Assure the existence of an efficient In- and Out-flow of information vs. other functions and departments.
    • Assure an optimal level of staffing aiming at improved service levels in parallel with increased productivity.
    • Assure that all employees are properly trained and fit the required profile when it comes to for example an appropriate language and voice, etc.
    • Make sure that the quality of the service offered and related KPIs are monitored and achieved on continuous basis.

    STOCK CONTROL           

          Product registration process

    • Point of contact with the GTC and assure that documentation and samples are received in time by each market and in accordance with their specific requirements.
    • Monitor changes in local sanitary, product registration and labeling regulations and keep the corresponding contact persons at GTC informed.

          Inbound orders

    • Prepare and place inbound orders based on latest sales trend, latest forecast and regional stockholding day targets.
    • Control to make sure that new and merchandising products are available in the local market at least two months prior to the respective launch.
    • Look for supply within the region when no stock is available in Country.
    • Order airfreight when needed to secure agreed service levels in a cost cautious way.
    • Keep the Financial Controller updated on a regular basis on future orders (confirmed as well as planned). This to facilitate the cash flow plans and assure that the needed funds is available upon arrival of the shipment.
    • Analyze Flash Sales report to assure that product availability is at acceptable levels in the case of over sales by evaluating additional sea / air freight orders and/or substitute products.
    • Distribute OOS projection to relevant employees once a week and agree on substitute products.
    • Propose inbound freight forwarder and let them quote in the regional annual freight tender. Implement agreed regional freight forwards.

          Importation process and insurance

    • Follow up to make sure that all documentation needed for importation purposes is received in time from Global hubs and coordinate with local customs agent.
    • Make sure that the present insurance policy (corporate and/or local) covers the goods from the port in origin until arrival at the local warehouse in each market.
    • Constantly challenge current customs agents in order to reduce lead-times and costs.
    • Constantly challenge current legalization agents and labeling solutions in order to reduce lead-times and costs.

          Goods receiving

    • Receive and check inbound road and air shipments to make sure the received quantities coincides with invoiced quantities on closed box level. Generate variance reports

          Inventory control

    • Prepare, coordinate and perform physical inventories appropriately and on a regular basis.
    • Prepare selective counts of the products with the highest rotation every week.
    • Maintain a close coordination with the Finance department in all activities related to inventory control to assure a high level of alignment in this area.

          Local distribution to Business Centers

    • Assure the highest possible level of product availability in each business center and the picking line in the central warehouse at all times.
    • Make sure that received quantities coincide with dispatched quantities on unit level. Generate variance reports.

          Product availability

    • Monitor on a daily basis the level of product availability using the Flash Sales report and other similar reports. Make sure to keep senior management and other relevant functions informed about actual as well as potential OOS products.

          Mailing delivery

    • Coordinate mailings with the Sales and Marketing Department.

          Provision management

    • Assist the forecaster in working with the provisioned stock in the region and in particular be responsible for managing re-distribution of stock within the region.
    • Coordinate re-distribution of LL and Disco policy allocations within the region for stock still sitting in the Global Hubs warehouse with the forecaster.

          Manage composed offers and kits

    • Assure a correct management of composed offers and kits.

          Generate reports in order to monitor the agreed objectives for the area

    • Stock levels and provision (make sure to inform Sales/Marketing about product with excess inventory that can be considered for local promotions).
    • Service levels and OOS


          Distribution strategy

    • Develop and implement distribution strategy to support (and contribute to) the commercial strategy.
    • Proactively propose optimal fees to promote desired behavior.
    • Secure correct distribution network.
    • Constantly challenge status quo, provide alternative distribution strategies to support national growth and World Class Service
    • Assure the company’s competitive advantage, “Whenever you want, wherever you want”


    • Make sure that each warehouse (own or outsourced) comply with the general standards when it comes to house keeping, security, inventory control and general procedures to minimize losses due to negligence and theft.
    • Make sure that products are stored and distributed in order of expiry date (FEFO –First to Expire, First Out). Assure that no expired products are sent to the business centers.
    • Make sure that an adequate insurance policy is in place.
    • Monitor productivity and accuracy.

          Preparation of outgoing orders to consultants

    • Develop and implement picking strategy in all locations.
    • Make sure that each Pick & Pack operation (own or outsourced) comply with the general standards when it comes to house keeping, security, inventory control and general procedures to minimize losses due to negligence and theft.
    • Monitor the procedure for preparation of distributor orders for immediate as well as remote delivery with the purpose to maximize productivity and accuracy as well as minimize losses due to negligence and theft.
    • Monitor service, delivery times, productivity and accuracy.
    • Owner of Enlaces and PUP shipment schedule.

          Delivery of orders to consultants

    • Monitor courier companies used in each market to assure that promised service levels are met and costs optimized.
    • Closely monitor courier service performance per area and change courier when needed or a better courier exists.
    • Continuously investigate alternative options in order to improve service levels and decrease costs.
    • Courier freight negotiations.
    • Develop and implement cross docking solutions in order to reduce courier dependency (line haul with local couriers).
    • Cost follow-up against agreed targets.


    • Resolve claims following the regional claims processes in coordination with customer service in order to meet agreed claims lead-times.

          Order delivery and mailings

    • Control courier companies to make sure that promised service levels are met.

          Inventory control

    • Coordinate and monitor the local procedure for inventory control (quarterly full counts as well as daily cycle counts).
    • Maintain a close coordination with Finance in all activities related to inventory control to assure a high level of alignment.
    • Maintain products to be destructed in an organized way in the warehouses.

          Transportation to business center, enlaces and PUP

    • Monitor current performance and costs.
    • Challenge current solution and couriers in order to optimize service and cost.
    • Implement milk runs solution whenever it is suitable in order to improve service and reduce costs.


    • Purchasing of packaging material and others


          Project Management

    • Define project objectives, benefits and time-schedules (Gantt charts).
    • Investigate different alternatives and perform cost / benefits analysis.
    • Involve all key process owners in the project and secure needed IT-support.
    • Define key measurements to follow-up the result of the project.
    • Closely follow-up the project and proactively prevent delays.
    • Minimize project risks during the project.

          Predefined projects

    • Market specific projects to be added.

          Budget, cost follow-up and Reports

    • Make customer service and operations target and rolling forecast.
    • Follow-up actual costs and investments against agreed levels.
    • Summarize and analyze the relevant parameters in the monthly CS&O KPI report from each market and present conclusions and recommendations to local and regional management (the 15th every month).
    • Send monthly CS&O update to RCS&OM and MD (2nd working day every month).

    Method of Application

    To apply for this position, click here

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