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My Job Profile, Duties & Responsibilities At Various Place Of Work

Hear by below is a full details of my current job profile, duties & responsibilities as well as what else I handle a

I have knowledge in Accounts


From preparing/entering of invoices/cash sales/ deliveries /credit, debit
Notes/GRN/ purchases/ dispatch orders to entering all these data
Into daily journals, ledger, cashbook, petty cashbook, bank reconciliation also payroll and any other necessity in
and aware of designing and implicate formats and data entry flow of the stated accounting documents above
Some of the duties and responsibilities I do jointly with finance department

Monthly Tax returns and reports for Government regulatory agencies access
Periodic MIS reports with F.C
Analyse and forecast critical financial performance indicators such as cash flow, cost controls and actual fig
Analyses to/with the FC who will forward to M.D, and recommend on corrective actions where needed
Oversee jointly the approval and processing of revenue, expenditure, budgets, salary updates, ledger, payr
Analyse and review aged accounts, accounts receivable, sales policy compliance, and make recommendat
Analyse and recommend methods to improve cost effectiveness
Contribute to strategic planning and development as a member of the executive team when invited

Interact with other managers to provide consultative support to planning and forecast initiatives through fina

Provide advice on pricing and capacity management strategy


Participate in client account planning - Analyse account business plans, determine financial impact, identify
Foster and cultivate client relationships and assist in the development and negotiation of contracts or purch

Establish and implement short- and long-range departmental goals, objectives, policies, and operating proc

have been maintaining computer hardware software and networking solutions, have also being installing, c
troubleshooting any kind Of computer faults. I also know all types of data entries in Soft copy or any other mean
Currently under IT section I handle and supervise my IT manager on the following policies
1. Manage information technology and computer systems by

Plan, organize, direct, control and evaluate the operations of information systems and electronic Data proce

Develop and implement policies and procedures for electronic data processing and computer Systems ope
Meet with managers & H.O.D to discuss system requirements, specifications, costs and timelines

Hire and manage information systems personnel and contractors to design, develop, implement, Operate a
Control the computer systems budgets and expenditures

2. Ensure technology is accessible and equipped with current hardware and software as per the beget of the co
I ensure and am aware so as to oversee the department
Troubleshoot hardware, software and network operating system is done on time
Be familiar with hardware and software in the company
Be familiar with network operating system in the company
Provide orientation to new users of existing technology
Approve to send staff on Training about potential uses of existing technology
Provide recommendations about accessing information and support

Maintain and keep track on current and accurate inventory of technology hardware, software and resources
3. Monitor technology to ensure for maximum access
I also instruct the I.T manager to perform and report to me on the tasks below
Maintain log and/or list of required repairs and maintenance
Make recommendations about purchase of technology resources
Research current and potential resources and services
Provide network access to only required staff
Installed work stations
Connect and set up hardware
Monitor security of all technology
Install and maintain fool proof and passwords
Advise staff of security breach and/or change in password or security status
Ensure installation of lock out programs
Identify and prepare hardware for disposal when appropriate to avoid sudden data loss
Keep a backup of all important datas
Ensure hardware is stripped and secured before disposal

I also have knowledge on stores department


1.finished goods/products stores (goods ready to sell)

Implicate systems and flow up of stock dispatch systems that FIFO LIFO and Average basis through stock card

Introducing of systems on how to maintain stock levels of specify products and reordering the processing depar
from the sales department (production management)

Bring in and apply the necessity to be maintained in foods commodities stores that is its documentation, rules a

If finished goods are to be to be sold past borders region then the formation of export department and its coordi
2.raw material stores (manufacturing issuing and receiving raw material store)

I can introduce systems and documentation that will guide and channel the easy operation and running of the p
stores to maintain and keep the stocks record up to date and as required. As well as give the importation or pur
Also systemize the stock and set the reorder level of packing material required for finish goods/products
3.workshop/factory stores , transport stores, any other storage stores

Introduce and run system of stock movements on daily maintenance issues and consumable items, its re-order
,mechanical, chemical, transportation, construction, daily and fast consumables depending on the amount of co

Also introduce an inventory system within the factory on cross checking of the commodities issues from the stor
audits along with a cross check with the purchase department on items purchased at the highest rate and why i
store

In general can introduce systems manually, by ERP or a specific softwares designed as per the customer provi

I also have knowledge in human resource forum / department

I am fully in charge of hire, fire & disciplinary action to all staff in any department I also guide and chair the heal

I manage and implement the following duties, responsibilities and procedures under the HRM department throu

Recruitment,
Labour laws
Bylaws
Pre recruitment
Sourcing the resumes by Advertisement, reference, Job Portal,Interview card
Post Recruitment
Reference Check
Issue/sign the Appointment Letter
Joint formalities
Personnel File Creation
Induction
Training
Work Allocation
Job profile creation
Time Office Management
Payroll, Benefit and Compensation management
Facility management
Safety Policy implementation
Labour welfare activities
Statutory Activities
Liaison with Government issues
Full and final settlements with statutory bodies
Performance appraisal
Welfare society
Loan application, agreement and terms
Employees performance appraisal form
Savings & credit co-operative
Sacco voluntary contribution
New employee registers from HRM to finance department
Progress performance report for employees on probation
Daily human resource department report
Employees daily attendance record
Overtime claim/approval condition
Payment of wages/adjustment
Leave
Medical report
Injury cases / WIBA
Workplace accident notification
Post-employment information
Discipline documentation

Confirmation for new employees


Casual appointment
Requisition for casuals
Testing on the job
Requisition for new employees
Clearance of employee
Full and final payment of employees
Realignment
Interview tool for factory
HRM Score sheet
HRM Questionnaire on performance by H.O.D and to H.O.D
I also handle and oversee Licenses/ legal issues in whole and insurance matters

Conducts legal advocacy and representation particularly in more easy cases. Through the advice of our com
Identifies specific disability issues through individual cases that can inform and effect systemic change in em
Manages the day-to-day legal advocacy caseload and government issues like licensing, training, human re

Implements continuous quality improvement measures, policies and protocols and ensures effective and ac
Partly Deal in all insurance issues and policies taken by the finance department
Ensure company policies are in line and followed
Conduct periodic meetings with my legal advisor on case files and court hearing
Government periodic audits, statutory payments, rules and regulation

Liaison with all necessary government bodies on all necessary licences, certificates, audits and permits required
Also keep the competency of the documentation done through sizable negotiation
I do also oversee the operation of sales department

Sales involves an evaluation of all marketing efforts with reference to predetermined standards of performance
Obtain as much information as you can about your competitors and their success. These can give you valuable
And duties as follows
Manage client relationship through all phases of the sales cycle
Provide a consultative solutions sales process to prospects
Conducts one-on-one and group sales presentation
Provide account management to an existing territory
Responsible for tracking customer information, forecasts and reports
Oversee activities directly related to making products

Direct and coordinate activities of businesses or departments concerned with the production, pricing, sales,
Keep records of the funds deposited and reconcile with the goods supplied in quantity and money value wit

Determine goods to be sold, and set prices and credit terms, based on forecasts of customer demand. And

I do oversee the purchases department also and my main duties and responsibilities are
Track Purchasing activity and measurements by signing / approving all the L.p.o. Tracking also through ma
consumption
Ensure a comparison of quotations was done before goods were ordered
Forecast procurement needs.
Monitor macro trend in supplier and contract base and implement plans to react.
Manage and overlook the Transport department
Get daily fleet records as per my requirement the key factors including
1.Safety gears maintained on the road
2.Accident issues, insurance
3.Pick-up and delivery service for the staff
4.Driver& loaders availability, performance, disciplinary and development
5.Fuel usage and fuel excess consumption compared to km and other metrics
6.Transport fleet efficiency, turnaround time and any road law enforcement agency issues

Fuel storage tank readings and authorize reordering of fuels


Spares consumption and job cards from transport workshop to monitor the misuse and breakdown of units
Spares requirements on breakdown vehicles
vehicle log books to monitor on fuel, driver performance and breakdowns due to drivers rush driving
Allocation and set up of backup and recovery fleet for the units in fields
Also ensure wisely allocation of transport units is done to all even, uneven areas to reach production target
Partly oversee the Factory/plant

Daily comprehensive production report


Overlook factory staff and their performance and have authority to hire and fire with consolation of administ
Factory employs report on their performances and time reporting including work output
Observing the effective maintenance of safety rules and standards in the department by the workers.
Ensuring the effectual adopting of new programs and policies and providing training in order to meet improv
Reports on any breakdown or maintenance issues in the factory and its follow up partly with the factory man
Weighbridge department
I ensure the following is done

Overlook staff and their performance by reports produced by weighbridge manager


Availability of all record when asked for checking
Control and signing of delivers living with core product or by-products
Introduced systems and ensure there follow up is done
Leasing with IT department to ensure no loop holes to interfere with the weighbridge software systems to st
Also shuffling of the junior staff after every 3 months to minimize any theft by forgery
A daily audit of the weighbridge report

Ensure the load cells are ok and best calibration is done also the calibration certificate is valid and renewed
I authorised Any small minor maintenance /construction
Housing facility, Renovation and other facilities

In charge of house allocation, record and any modification/setup or repairs to be done in the company resid
Authorized to provide small facilities to the works in one way or other in cash terms or physical items/housin
Jointly decide on welfare facility like company gym, club, and canteen for staff
In charge in allocation of all small pool cars to the company staff
In charge of providing any medical facility to the staff as per the company medical policy
Jointly decide on any new construction with the M.D
Labour contract (out sourcing) casual staff

I fully handle and sign the entire labour contract required in the plant
Ensure they are compliant and work as per the labour laws
Ensure all the out sourcing staffs is provided the necessity protective gears
The contractor pays them on timely manner from the funds we have released
Their government statutory deduction is done as required by the contractors
Cross check the contractors appointment/contract letters through hrm department so as there is no legality
Provide micro welfare facilities
Agriculture / harvesting department
Manage and run the agriculture department by supervising agriculture and harvesting manger

I do handle a lot of duties and responsibility under this department of which I cannot specify, categorize or disclo
Importation department
I am aware of procedure and documentation for importation

I only oversee, follow and consult on importation of goods and spares required through the accounts departmen
when required through our clearing agent
Workshop
I ensure the following is done and aware of through the H.O.D
Ensure safety tools and equipments.
Ensure health and safety procedures are adequately followed.
Follow safety procedures when handling machines and tools.
Efficiently and effectively respond to emergencies at the workshop.
Follow on spares requirement and there / its genuinely on replacement
Procedures on timely repairing of the faulty tyres.
Set up structure and facilitys to respond emergencies in the field.
Introducing trainings schemes for workshop staff
Ensure there is enough stock of spare tyres ready.
Ensure timely service of the fleets.
Trouble shoots the mechanical problems of the fleets and why.
Carry out modification in the cause of repair where applicable.
Ensure cleanness at the field workshop.
Use the tools for their right purpose.
Get daily workshop report.
Machine / fabrication work follow up
Get daily report on Issuing items from the workshop store
Cleaning and arranging of the workshop store is done as per the schedule.
Arranging of workshop office and tools store and inventor systems is maintained.
Ensure all workshop records are Maintained
Ensure individual tractor / fleet repairs and maintenance file is keep and up to date records are updated

Workshop basically runs on daily full operational reports from the department which give management guidance
from time to time

Security department
I handle fully the security department and ensure the following rules and regulation is followed by my senior sec

Responsible for maintaining a secure environment through ensuring the security of the physical plant.
Act as liaison between company and any governmental agencies such as police, fire and any safety regula
Establish and maintain procedures to reduce any internal theft/losses.
Establish and maintain procedures for the escort of employees transporting large sums of money.
Establish and maintain policy for employee locker control.
Establish and maintain policy for spot checks of employees carrying parcels when departing the property to

Establish and maintain systems/procedures to ensure that both regular and irregular patrols of entire compl
Maintain control of master key inventories and ensure the proper whereabouts/existence of all master keys
Control access to critical areas where the need for access arises outside of normal operating hours for that
Contribute to ensuring all staff adheres to all policies/procedures.
Assist the Chief Engineer / factory manager in establishing and maintaining procedures to ensure that spec
Ensure that all required checks, tests, and inspections are completed in a timely manner where required in
maintained as required.

Ensure that all staff is properly trained in emergency procedures and maintain an on-going training/retrainin

In cooperation with insurance adjusters and insurance company, implement actions necessary to minimize
Act as chairperson for safety committee requiring regularly scheduled meetings of no less than as required
committee to reduce the frequency of on the job staff injuries to a level that is within company acceptable stand
Through implementation of policies and procedures, ensure that the maintains full compliance with all legisl
necessary for all departments.
Maintain responsibility for payroll and scheduling of department staff. Ensure that all necessary time sheets
Review daily activities of security officers on all shifts.

Any other operational duties, task and systems to improvise for better productivity in any certain department

PROJECTS TRAININGS I IMPLEMENTED, GAVE AND PUT IN PLACE IN VARI

THE FOLLOWING WAS TRAINED, IMPLEMENTED & PUT IN PLACE IN THE DEPARTMENT BELOW

STORES
1.EVALUATE AND COUNSEL STORE EMPLOYEES. SCHEDULE, ORGANIZE AND DIRECT ASSIGN
2.MAINTAIN, ENCOURAGE AND POSSESS OWNERSHIP MENTALITY. MANAGER POSITION O
3.DEVELOP AND IMPLEMENT EMPLOYEE PERFORMANCE EVALUATIONS AND IMPROVEMENT P
4.ENSURE INTERIOR AND EXTERIOR OF STORE IS MAINTAINED TO COMPANY STANDARDS.
5.CONDUCT REGULAR STORE MEETINGS.
6.ENSURE EMPLOYEE AWARENESS OF SAFETY AND EMERGENCY PROCEDURES.
7.MAINTAIN ADEQUATE STORE SUPPLIES AND KEEP A MINIMUM STOCK ORDER LEVEL FOR C
8.MANAGEMENT OF ALL STORES OPERATIONAL ISSUES, TO INCLUDE STORE HOUSEKEEPING
9.RESPONSIBLE FOR PREPARATION OF WORK SCHEDULE.
10.PUT UP ALL THE NECESSARY DOCUMENTATION IN PLACE WITH A PROPER FOLLOW UP PR
11.PLANNING, COORDINATING AND MONITORING THE RECEIPT, AND DISPATCH OF GOODS
12.THE EFFICIENT UTILIZATION OF SPACE AND MECHANICAL HANDLING EQUIPMENT AND ST
13.KEEPING STOCK CONTROL SYSTEMS UP TO DATE AND ENSURING INVENTORY ACCURACY
14.PLANNING FUTURE CAPACITY REQUIREMENTS
15.ORGANIZING THE RECRUITMENT , AS WELL AS MONITORING STAFF PERFORMANCE AND
16.PRODUCING REGULAR REPORTS AND STATISTICS ON A DAILY, WEEKLY AND MONTHLY BA
17.BRIEFINGS TEAM / MANAGEMENT ON A DAILY BASIS
18.MAINTAINING STANDARDS OF HEALTH AND SAFETY, HYGIENE AND SECURITY
19.HAVING A CLEAR UNDERSTANDING OF THE COMPANY'S POLICIES

THE FOLLOWING WAS TRAINED, IMPLEMENTED & PUT IN PLACE IN THE DEPARTMENT BELOW
WORKSHOP
1.ENSURE THAT THE DEPARTMENT IS ADEQUATELY STAFFED TO ACHIEVE OBJECTIVES, AND T
2.FACILITATE THE ORIENTATION OF TEAM MEMBERS IN COLLABORATION WITH THE WORKSH
PROCEDURES, USE OF EQUIPMENT AND JOB EXPECTATIONS AND ENSURE THAT TEAM MEMB
3.ENSURE ADEQUATE MAINTENANCE OF TOOLS, EQUIPMENT AND OTHER MATERIALS IN THE
4.FACILITATE THE TRAINING AND DEVELOPMENT OF TEAM MEMBERS IN THE DEPARTMENT, B
PERFORMANCE ON TECHNICAL GROUNDS
5.EVALUATE THE IMPACT OF WORK DELAYS, INTERRUPTIONS OR CHANGES IN PLANS TO DE
6.REVIEW SERVICE ORDERS AND INSPECT THE QUALITY OF A TECHNICIAN REPAIRS BEFORE
7.REVIEW WORK ORDERS TO ENSURE THAT ALL ACTIONS HAVE BEEN DOCUMENTED ACCORD
8.PLAN AND ADJUST THE WORKLOADS OF DEPARTMENT PERSONNEL TO MATCH THEIR SKILL
9.COORDINATE WITH PURCHASE DEPARTMENT AND ARRANGE FOR DELIVERY OF SPARES ON
10.AUDIT ON THE SPARES ORDER TO THE SPARES DELIVERED BY THE SUPPLIER I.E. MAKE, P
11.PROVIDE DETAILED INPUT FOR THE QUOTATIONS, PLANNING AND REVIEWS OF ALL WOR
12.DETERMINE THE WORK PRIORITIZATION AND TASK ALLOCATION FOR ALL WORKSHOP TA
13.TO OVERSEE WORKSHOP STAFF SO THAT APPROPRIATE INFORMATION, INSTRUCTION, TR
14.BE RESPONSIBLE FOR THE HEALTH AND SAFETY
15.BE RESPONSIBLE FOR THE SECURITY AND EFFICIENT RUNNING OF THE WORKSHOP AND
16.ORGANIZE APPOINTMENTS, COLLECTIONS, TRANSPORTATION AND SUPPORT FORM THE
17.LINE MANAGES WORKSHOP STAFF.
18.LIAISE WITH SALES, ACCOUNTS, PARTS OR COMPANY DIRECTORS AS REQUIRED.
19.UNDERTAKE WELDING, FABRICATION, MECHANICAL OR MACHINING WORK AS REQUIRED
20.CARRY OUT AND DOCUMENT HEALTH AND SAFETY CHECKS AND BE RESPONSIBLE FOR PR
21.KEEP MASTER RECORDS FOR EACH VEHICLES REPAIRS AND SERVICE DONE TO IT TO ENA
DRIVER PERFORMANCE GRADING
22.PREPARATION OF VEHICLE INSPECTION REPORT WEEKLY BASIS TO TRACK ON ANY MECH
23.RECOVERING AND PUTTING UP ALL THE GROUNDED AND CANNIBALIZED FLEET

THE FOLLOWING WAS TRAINED, IMPLEMENTED & PUT IN PLACE IN THE DEPARTMENT BELOW
TRANSPORT

1.OVERSEE TRANSPORTATION DEPARTMENT, INCLUDING ITS ASSETS AND EMPLOYEES


2.ENSURE CUSTOMER GOODS MOVE FROM PRODUCTION THROUGH THE SUPPLY CHAIN TO T
3.ESTABLISH QUALITY TRANSPORTATION SERVICES.
4.LEAD ALL DISTRIBUTION AND TRANSPORTATION PLANNING AND STRATEGIC ACTIVITIES.
5.RECRUIT, INTERVIEW, SELECT, TRAIN, MOTIVATE, COACH, AND MENTOR TRANSPORT DRIV
6.PLANNING ROUTES AND LOAD SCHEDULING FOR MULTI-DROP DELIVERIES.
7.BOOKING IN DELIVERIES AND LIAISING WITH CUSTOMERS THROUGH SALES DEPARTMENT.
8.ALLOCATING AND RECORDING RESOURCES AND MOVEMENTS ON THE TRANSPORT PLANN
9.MONITORING TRANSPORT COSTS.
10.DEALING WITH THE EFFECTS OF CONGESTION / ORGANIZING VEHICLE REPLACEMENTS
11.MANAGING A TEAM OF SUPERVISORS, ADMINISTRATION STAFF AND DRIVERS
12.MAKING SURE THE OPERATION MEETS ITS TARGETS

13.EFFICIENTLY MANAGING A TEAM OF DRIVERS AND VEHICLES.


14.ENSURING COMPANY COMPLIANCE OF ALL TRANSPORT POLICIES, LEGISLATION AND PRO
15.MANAGING, MONITORING AND DEVELOPING A TEAM OF DRIVERS AND LINE MANAGERS.
16.INVOLVED IN STRATEGIC DEVELOPMENT AND STRATEGY MAKING.
17.BEING THE FIRST POINT OF CONTACT FOR ALL DRIVERS.
18.MAKING SURE THAT ALL TRANSPORT FLEET VEHICLES ARE PROPERLY MAINTAINED AND
19.ARRANGING FOR THE INDUCTION AND TRAINING OFF ALL STAFF.
20.REGULARLY LIAISING WITH THE DELIVERY / SALES MANAGER TO ENSURE A SMOOTH RUN
21.MAINTAINING ACCURATE ADMINISTRATIVE RECORDS.
22.GIVING DRIVERS A FULL DEBRIEF, INCLUDING ANALYSIS.
23.ORGANIZING VEHICLE CHECKS.
24.IDENTIFYING OPERATIONAL ISSUES, POTENTIAL PROBLEMS AND OPPORTUNITIES.
25.RESOLVING AND MANAGING QUERIES AND COMPLAINTS COURTEOUSLY AND EFFICIENTLY
26.APPRAISING STAFF PERFORMANCE AND ALSO TAKING DISCIPLINARY MEASURES WHEN R
27.POSSESSING A GOOD UNDERSTANDING OF ALL RELEVANT LEGAL COMPLIANCE AND FLEE
28.MULTIPLE RELATIONSHIPS AT DIFFERENT LEVELS WITH ROAD GOVERNMENT BODIES.
29.PROBLEM SOLVING AND PRIORITIZING SKILLS.
30.MAN MANAGEMENT SKILLS I.E DRIVERS POSSESSION TO THE VEHICLE.