Job Description

Work Location:
180 Garsfontein Road, Ashlea Gardens, Pretoria

Working hours:
9am - 6pm

Remote Working:
2 days work-from-home in line with Company Policy (only applicable after probation is successfully passed)

Job Purpose:
The purpose of this role is to coordinate and facilitate all procurement, stock management and stock reporting activities for the B2C department across multiple geographical regions.

It includes taking ownership of assigned products and keeping a handle on product and project aspects including business models, specifications, budgets and financial models, progress tracking, management of resources and team capacity. They will increase company profitability by driving product success by designing efficient and scalable systems/products and ensuring on-time and on-budget delivery thereof.

If you have a passion for systems and sustainability and working in tech, then this role at hearX is ideal, where we leverage smart tech and give people the gift of hearing.

Minimum education (essential):

• Bachelor's degree in Business Management, Supply Chain Management, Logistics, or similar.
• Bachelors of Engineering (Industrial) or similar

Minimum education (desirable):

• Honors degree in Business Management, Supply Chain Management, Logistics, or similar.

Minimum applicable experience (years):
3 - 5 years

Required nature of experience:

• Stock management
• Logistics
• Supply Chain & Distribution
• Supplier relationship management
• Experience in a Retail or FMCG environment
• Process documentation
• Procurement management
• Project Management
• Working knowledge of US carrier services and related platforms would be beneficial

Skills and Knowledge (essential):

• Excellent computer proficiency (especially in MS Excel/ Google Sheets)
• Stock forecasting and stock management
• Imports and exports
• WMS (Warehouse Management System Software)
• ERP (Enterprise Resource Planning Software)
• Courier companies
• Business Process design
• API knowledge

Skills and Knowledge (beneficial):

• CRM (Customer Relationship Management Software i.e Salesforce)
• Shopify
• BigCommerce
• Stripe
• ShipStation / BigCommerce

Other: Ad hoc availability after hours

Essential Competencies:

• Examining Information
• Interpreting Data
• Providing Insights
• Team Working
• Meeting Timescales
• Managing Tasks
• Producing Output
• Taking Action

Important Competencies:

• Documenting Facts
• Developing Expertise
• Adopting Practical Approaches
• Exploring Possibilities
• Establishing Rapport
• Articulating Information
• Making Decisions
• Showing Composure
• Embracing Change
• Inviting Feedback
• Checking Things
• Upholding Standards

Business Processes and Strategy 15%

• Business process improvements, operationalization and optimization.
• Develop strategies for the implementation of products, projects or systems, including commercialisation, legal and operational aspects.
• Risk analysis and mitigation.
• Manage tasks and priorities within the product suite.
• Increase profitability of products through the streamlining of development, manufacturing and maintenance thereof.
• Effective stakeholder management (both internal and external).

Procurement Management 35%

• Locate suppliers, using sources such as catalogs and the internet, and interview them to gather information about products to be ordered.
• Compare prices, specifications, lead times and adherence to regulations to determine the best supplier among potential suppliers.
• Negotiate prices and lead times with suppliers.
• Compare suppliers' bills with quotes and purchase orders to verify accuracy.
• Maintain a good relationship with all suppliers.
• Monitor supplier performance, recommending contract modifications when necessary.
• Continuously update knowledge of all relevant legislation and regulations.
• Keep documents and folders up to date with regards to procurement activities.
• Liaise with marketing, design, communications, and legal and regulatory teams to ensure packaging design, messaging, requirements are aligned and approved by these departments.

Stock Management 35%

• Conduct stock-takes (where applicable) and ensure stock levels are kept above minimum levels.
• Continuously liaise with relevant suppliers and fulfillment partners to monitor stock levels.
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary. This may include inventory forecasts based on provided sales forecasts.
• Ensure Purchase Orders are tracked and documented in a central repository and shared with relevant stakeholders.
• Contact suppliers to schedule or expedite deliveries, follow up on orders, and to resolve shortages, missed or late deliveries, and other problems.
• Monitor and track the status of quotes, contracts, samples, orders, shipments and deliveries (local and international) and communicate to suppliers.
• Prepare, maintain, and review all purchasing files, documents and reports.
• Communicate to suppliers and fulfillment warehouses regarding order status, changes, or cancellations.
• Check shipments when it arrives to ensure that orders have been filled correctly and that goods meet specifications.
• Manage stock storage and ensure all devices are kept in the correct location.
• Implementation of and maintenance of the stock management system.
• Liaise with the design and marketing team to make necessary changes to packaging designs and structure and communicate this to suppliers.
• Ensure adequate stock levels of all applicable packaging is maintained.
• Liaise with finance and conduct recons related to stock.

Business Analysis 10%

• Full cycle Project and Product Management including capacity management, stakeholder engagement and resource tracking.
• Multi-task on a suite of projects and products, all within different stages of development and implementation.
• Compile intuitive system and product requirements and specification design, in terms of researching, consulting and analyzing needs.
• Follow best practice design and development methodologies in sustaining high quality, clean, auditable and manageable products and systems.
• Compile relevant specifications documents.
• Effective system testing and approval, including the management of release notes and effective communication with stakeholders on changes and/or improvements.
• Work with front-end, back-end and mobile developers, marketing, sales, research and design departments to ensure a holistic management process of project management.
• Ensure conformity of products to product requirements in terms of the hearX Quality Objectives which includes regulatory and legislative compliance.
• Identify technology limitations and deficiencies in applications and associated processes, procedures and methods within the department.
• Continuous improvement of existing products, systems and processes within the department.
• Identify issues, bugs, and bottlenecks and devise solutions to these problems within the department.

Record- Keeping 5%

• Compile relevant records as is necessary for compliance to ISO, CE, FDA (and other) standards and requirements as is applicable to assigned products.
• Accomplish objectives by establishing plans, budgets and results; reviewing progress and making mid-course corrections to ensure optimal outcomes.
• Efficient and effective reporting on strategies, prioritization and tasks to Line Manager.
• Efficient and effective reporting on performance of products and systems.
• Take personal ownership for projects/products/systems and work quality as well as contributing to team development and the hearX ecosystem as a whole.

This job description is not a definitive or exhaustive list of responsibilities and is subject to change depending on changing business requirements. Employees will be consulted on any changes. Employee's performance will be reviewed based on the agreed upon objectives.

hearX Group