Operations Executive

Kumasi, Ashanti Region | Full-Time | Food & Beverage FMCG

Job Purpose

The Operations Executive is responsible for coordinating the efficient movement, storage and delivery of the Company's food and beverage products from the warehouse to customers. The role oversees order processing, warehouse coordination, inventory movement, delivery scheduling, vehicle utilisation, stock control, logistics documentation and operational cost management. The objective is to ensure that the right products are delivered to the right customers, in the correct quantities, in good condition and at the right time.

Key Responsibilities

1.
Coordinate daily customer order processing and dispatch activities.

2.
Receive approved orders and ensure they are accurately communicated to Warehouse personnel.

3.
Prepare daily delivery schedules based on customer location, route, order size, urgency and vehicle capacity.

4.
Coordinate drivers, delivery personnel and Warehouse staff during picking, loading and dispatch.

5.
Ensure every delivery is supported by the appropriate invoice, delivery note or approved documentation.

6.
Confirm that food and beverage products loaded onto delivery vehicles correspond with approved customer orders.

7.
Monitor deliveries throughout the day and follow up on outstanding orders.

8.
Ensure drivers return invoices, delivery notes, cash/cheque documentation, rejected products and other relevant records after deliveries.

9.
Investigate shortages, over-supplies, rejected deliveries, damaged goods and customer complaints.

10.
Coordinate stock movements and transfers and ensure all movements are properly documented and reconciled.

11.
Monitor inventory levels and alert Management about potential stock-outs, overstock or slow-moving products.

12.
Coordinate the receipt and offloading of imported containers and supplier deliveries and verify quantities against shipping and supplier documentation.

13.
Monitor damaged, leaking, dented, broken, expired, returned and near-expiry products.

14.
Work closely with Sales and Warehouse teams to reduce slow-moving and near-expiry inventory.

15.
Ensure strict implementation of FEFO for products with expiry dates and FIFO where appropriate.

16.
Monitor Company vehicles, mileage, fuel consumption and maintenance and ensure drivers follow approved routes.

17.
Coordinate vehicle servicing, repairs, insurance, roadworthy certification and other regulatory documentation.

18.
Maintain accurate delivery, fuel, vehicle and operational records and monitor logistics and distribution costs.

19.
Support daily cycle counts, periodic physical stock-taking and investigation of inventory variances.

20.
Ensure proper storage and handling standards for food and beverage products and monitor staff compliance with Company procedures.

21.
Prepare weekly and monthly operational performance reports and recommend improvements to delivery routes, warehouse efficiency and vehicle utilisation.

22.
Protect Company inventory, vehicles, equipment and other operational assets.

23.
Travel outside Kumasi when required for distribution, stock transfers, customer deliveries, sales-support activities, market expansion or other authorised Company assignments.

24.
Carry out any additional operational or logistics duties assigned by Management.

Key Performance Indicators (KPIs)

⦁
On-time delivery rate

⦁
Order fulfilment accuracy

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Delivery turnaround time

⦁
Delivery shortages and errors

⦁
Customer delivery complaints

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Vehicle utilisation

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Fuel consumption and cost control

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Inventory accuracy

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Reduction in stock damages

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Reduction in product expiry and near-expiry exposure

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FEFO compliance

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Accuracy of operational documentation

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Operational cost control

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Compliance with Company procedures

Job Requirements & Qualifications

⦁
HND or Bachelor's Degree in Supply Chain Management, Logistics, Operations Management, Business Administration or related field.

⦁
Minimum of two (2) to three (3) years' experience in food and beverage FMCG distribution, logistics, warehousing or operations.

⦁
Experience coordinating delivery vehicles, drivers and Warehouse personnel is preferred.

⦁
Good knowledge of Kumasi and major distribution routes within the Ashanti Region.

⦁
Strong understanding of inventory management, food and beverage distribution, FEFO and FIFO.

⦁
Strong planning, organisational, numerical, analytical and problem-solving ability.

⦁
Ability to use Microsoft Excel; knowledge of QuickBooks, inventory software or ERP systems is an advantage.

⦁
Strong leadership and supervisory ability.

⦁
High level of integrity, discipline and accountability.

⦁
Must be willing and able to work full-time in Kumasi.

⦁
Must be willing to travel outside Kumasi when required for distribution, stock transfers, customer deliveries, sales-support activities, market expansion or other authorised Company assignments.

Mandatory Guarantor Requirement

Every successful applicant must provide a minimum of two (2) qualified guarantors who satisfy all conditions specified in the Infant Prodigy Ltd Guarantor Form. One guarantor must be an immediate family member and the second must be a non-family member. All guarantors must provide the required identification and supporting documents and must be available for verification by Infant Prodigy Ltd. Employment shall not be fully confirmed until the guarantor verification process has been satisfactorily completed.

General Conditions

⦁
The position is based in Kumasi, Ashanti Region, Ghana.

⦁
The employee must maintain high standards of honesty, integrity, professionalism and accountability.

⦁
The employee must protect Company inventory, cash, vehicles, equipment, documents and other assets entrusted to him or her.

⦁
The employee must comply with Company policies, food and beverage handling procedures, inventory controls and lawful Management instructions.

⦁
The employee must maintain regular attendance and punctuality.

⦁
The employee must undertake authorised travel outside Kumasi when required for duties relevant to the position.

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