Production Clerk

JOB PURPOSE:

Reporting to the Head Miller, the role holder is responsible for recording, tracking, reconciling, and reporting all production-related data and material movements in SAP and designated logs. The role ensures data integrity, accuracy, and timeliness, supporting production, planning, and finance functions through precise documentation, analysis, and reconciliation of production performance, material usage, and stock movements. Additionally, this position contributes to continuous improvement initiatives, process efficiency, and cost control within the production department.

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED:

Minimum Requirements:
• Degree in Finance, Accounts or Business related field.
• Part qualified accountant (CPA II, ACCA level II, or equivalent)
• Computer literate with a working knowledge of SAP, spread sheets and other MS office applications
• Strong understanding of production processes, materials management, and inventory control
• Minimum two (2) year experience in a similar role in FMCG sector
• Computer proficiency, especially with Microsoft Excel

Key Attributes/ Competencies:
• Teamwork and collaboration across production, maintenance, and planning.
• High attention to detail and accuracy
• Analytical thinking and process improvement mindset.
• Excellent planning and organization skills
• Excellent oral and written communication skills
• Strong organizational and reporting skills

PRINCIPAL ACCOUNTABILITIES AND KEY RESULTS:

Production Data Management
• Record daily production data across all processes, including inputs, outputs, material usage, and machine downtime, in designated logs and the SAP system.
• Monitor and track the movement of raw and packaging materials in coordination with the RMPM Department, ensuring accurate and timely postings in SAP.
• Prepare mill backup reports, shift summaries, and stock reconciliations for verification and submission to the Head Miller.
• Compile and submit daily, weekly, and monthly production performance reports in accordance with prescribed formats.
• Monitor production targets, identify variances, and recommend corrective actions to ensure operational efficiency.
• Compile and maintain records of rework, waste, and rejected materials for management review and analysis.
• Ensure all production documentation (back-up sheets, material requisitions, checklists, etc.) is properly completed, filed, and archived according to company standards and readily available for audits.
• Participate in data collection and analysis for process improvement and cost-control initiatives within the production area.
• Conduct periodic audits of SAP production data to verify accuracy, highlight gaps, and propose corrective actions to maintain data integrity.

Planning, Coordination, and System Alignment
• Link daily and weekly with the Central Production Planner to align production schedules based on available materials, demand forecasts, and plant capacity.
• Support production team in planning and sequencing production orders in SAP for optimal efficiency.
• Work closely with the Maintenance Department for tracking and documentation of equipment downtime and preventive maintenance activities in SAP.
• Collaborate with production and Finance teams in analyzing variances, identifying root causes, and providing data-driven insights for improvement actions

Inventory Management and Reconciliation
• Collect and record raw materials data and production data such as output, scrap, or defect rates.
• Physically verify all finished goods transferred to the finished goods warehouse and ensure accurate, complete, and timely posting in SAP.
• Review and reconcile production book entries with SAP postings to eliminate quantity discrepancies.
• Ensure material consumption records in SAP are accurate and align with Bill of Materials (BOM) requirements.
• Close all production batches within prescribed timelines, ensuring accuracy and completeness of data.
• Spearhead the physical inventory counts of raw materials, work-in-progress, and finished goods, reconciling counts with SAP records.

PaTaMu, Safety Health and Environment, Food Safety & ERM
• Actively participate in 6K, CI, SHE, FSMS, GMP, PaTaMu & ERM activities and initiatives at the department.
• Identify and report all quality, food safety, SHE & ERM issues during daily operations for actions.
• Participate in Root Cause Analysis for missed targets within the department and timely close identified improvement actions to continually improve the process.
• Assist in timely action closure of all actions relating to PaTaMu, SHE, FSMS & ERM.
• Participate in regular safety tools box awareness sessions and training.
• Participate in hazards spotting and closure of all the potential hazards within the required timelines.