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 and have been handling responsibly with my current and past employments
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 accounting field either in books Manually or on enterprise resource planning in a
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
Analyses to/with the FC who will forward to M.D, and recommend on corrective actions where
Oversee jointly the approval and processing of revenue, expenditure, budgets, salary updates,
Analyse and review aged accounts, accounts receivable, sales policy compliance, and make
Analyse and recommend methods to improve cost effectiveness
Contribute to strategic planning and development as a member of the executive team when
Interact with other managers to provide consultative support to planning and forecast initiatives
through financial and management information analyses, reports, and recommendations
Provide advice on pricing and capacity management strategy
Participate in client account planning - Analyse account business plans, determine financial
Foster and cultivate client relationships and assist in the development and negotiation of

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

have been maintaining computer hardware software and networking solutions, have also being
installing, configuring & maintaining some of the computerized accounting softwares like tally, quick
books, rekorner, SAP and troubleshooting any kind Of computer faults. I also know all types of data
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

Develop and implement policies and procedures for electronic data processing and computer

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 and administer computer and telecommunications software, networks and information

Control the computer systems budgets and expenditures

2. Ensure technology is accessible and equipped with current hardware and software as per the
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
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 or an established ERP system. Also introduce the stack and space mobilization methods
Introducing of systems on how to maintain stock levels of specify products and reordering the
processing department / manufacturing section to produce goods as per the stock level available in
Bring in and apply the necessity to be maintained in foods commodities stores that is its
documentation, rules and facilities such as occupational health and safety precisions, pesticides
If finished goods are to be to be sold past borders region then the formation of export department
and its coordination with the sales department and accounts I am quite conversant with
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 production department to get raw materials on time basis as per the production
demand also enable the raw material stores to maintain and keep the stocks record up to date and
Also systemize the stock and set the reorder level of packing material required for finish
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 level to purchases department also arrangement guidance on the stocks departmental
wise i.e. electrical ,mechanical, chemical, transportation, construction, daily and fast consumables
Also introduce an inventory system within the factory on cross checking of the commodities issues
from the stores if were genuinely used and no theft or miss use have been done by implicating stores
requisition books and H.O.D audits along with a cross check with the purchase department on items
In general can introduce systems manually, by ERP or a specific softwares designed as per the
customer provision demand also aware of all legal documentation required for storage systems

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 health & safety committee, first aid committee and fire and safety committee, H.R policies
I manage and implement the following duties, responsibilities and procedures under the HRM

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
Identifies specific disability issues through individual cases that can inform and effect systemic
Manages the day-to-day legal advocacy caseload and government issues like licensing, training,
Implements continuous quality improvement measures, policies and protocols and ensures
effective and accurate reporting, for any reports needed to be send to the government offices for data
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 to run the business, or grant a permission to establish a new project
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
Obtain as much information as you can about your competitors and their success. These can give
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,
Keep records of the funds deposited and reconcile with the goods supplied in quantity and
Determine goods to be sold, and set prices and credit terms, based on forecasts of customer
demand. And company financial position of repay back on bank interest and loans

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 main stores materials issues and replacements on repairs and maintenance in the plant and
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

1.
2.
3.
4.
5.
6.

Get daily fleet records as per my requirement the key factors including
Safety gears maintained on the road
Accident issues, insurance
Pick-up and delivery service for the staff
Driver& loaders availability, performance, disciplinary and development
Fuel usage and fuel excess consumption compared to km and other metrics
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
Spares requirements on breakdown vehicles
vehicle log books to monitor on fuel, driver performance and breakdowns due to drivers rush
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

Partly oversee the Factory/plant

Daily comprehensive production report

Overlook factory staff and their performance and have authority to hire and fire with consolation
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
Ensuring the effectual adopting of new programs and policies and providing training in order to
Reports on any breakdown or maintenance issues in the factory and its follow up partly with the

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

 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 when required or whenever a load cell is changed at any given time
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
Authorized to provide small facilities to the works in one way or other in cash terms or physical
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
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 disclose them down on paper because it holds a lot of confidential issues on its
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
department for documentation, payments and instructing the purchase department to order. Also
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

Workshop basically runs on daily full operational reports from the department which give
management guidance on the right equipment or any issues to avoid high depreciation rate on the

Security department
I handle fully the security department and ensure the following rules and regulation is followed by my
Responsible for maintaining a secure environment through ensuring the security of the physical
Act as liaison between company and any governmental agencies such as police, fire and any
Establish and maintain procedures to reduce any internal theft/losses.
Establish and maintain procedures for the escort of employees transporting large sums of
Establish and maintain policy for employee locker control.
Establish and maintain policy for spot checks of employees carrying parcels when departing the
Establish and maintain systems/procedures to ensure that both regular and irregular patrols of
Maintain control of master key inventories and ensure the proper whereabouts/existence of all
Control access to critical areas where the need for access arises outside of normal operating
Contribute to ensuring all staff adheres to all policies/procedures.
Assist the Chief Engineer / factory manager in establishing and maintaining procedures to
Ensure that all required checks, tests, and inspections are completed in a timely manner where
required in order to ensure compliance with all code and regulation requirements and ensure that all

 Ensure that all staff is properly trained in emergency procedures and maintain an on-going
training/retraining program in order to ensure that all staff is familiar with procedures at all times.
In cooperation with insurance adjusters and insurance company, implement actions necessary to
Act as chairperson for safety committee requiring regularly scheduled meetings of no less than
as required by legislation to address matters concerning staff workplace safety. Maintain and lead
the purpose/goal of the committee to reduce the frequency of on the job staff injuries to a level that is
Through implementation of policies and procedures, ensure that the maintains full compliance
with all legislative acts including occupational health and Safety Act and regulations. To include
Maintain responsibility for payroll and scheduling of department staff. Ensure that all necessary
Review daily activities of security officers on all shifts.

Any other operational duties, task and systems to improvise for better productivity in any certain
PROJECTS TRAININGS I IMPLEMENTED, GAVE AND PUT IN PLACE IN VARIOUS SECTORS
THE FOLLOWING WAS TRAINED, IMPLEMENTED & PUT IN PLACE IN THE DEPARTMENT BELOW AS A PROJECT BY
STORES
1.EVALUATE AND COUNSEL STORE EMPLOYEES. SCHEDULE, ORGANIZE AND DIRECT ASSIGNMENTS.
2.MAINTAIN, ENCOURAGE AND POE OWNERHIP MENTALITY . MANAGER POITION ONLY
3.DEVELOP AND IMPLEMENT EMPLOYEE PERFORMANCE EVALUATIONS AND IMPROVEMENT PLANS.
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 CERTAIN REGULAR
8.MANAGEMENT OF ALL STORES OPERATIONAL ISSUES, TO INCLUDE STORE HOUSEKEEPING, STORE
9.RESPONSIBLE FOR PREPARATION OF WORK SCHEDULE.
10.PUT UP ALL THE NECESSARY DOCUMENTATION IN PLACE WITH A PROPER FOLLOW UP PROTOCOL
11.PLANNING, COORDINATING AND MONITORING THE RECEIPT, AND DISPATCH OF GOODS
12.THE EFFICIENT UTILIZATION OF SPACE AND MECHANICAL HANDLING EQUIPMENT AND STACKING
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 PROGRESS I.E
16.PRODUCING REGULAR REPORTS AND STATISTICS ON A DAILY, WEEKLY AND MONTHLY BASIS
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 AS A PROJECT
WORKSHOP
1.ENSURE THAT THE DEPARTMENT IS ADEQUATELY STAFFED TO ACHIEVE OBJECTIVES, AND THAT TECHNICIANS

2.FACILITATE THE ORIENTATION OF TEAM MEMBERS IN COLLABORATION WITH THE WORKSHOP MANAGER BY
FAMILIARIZING THEM WITH WORK SURROUNDINGS, EXPLAINING WORK HOURS, PROCEDURES, USE OF
3. ENSURE ADEQUATE MAINTENANCE OF TOOLS, EQUIPMENT AND OTHER MATERIALS IN THE SERVICE AREA.
4.FACILITATE THE TRAINING AND DEVELOPMENT OF TEAM MEMBERS IN THE DEPARTMENT, BY PROVIDING
FEEDBACK AND COACHING TO SUPPORT IMPROVEMENTS IN THEIR JOB PERFORMANCE ON TECHNICAL
5. EVALUATE THE IMPACT OF WORK DELAYS, INTERRUPTIONS OR CHANGES IN PLANS TO DEVELOP APPROPRIATE
6. REVIEW SERVICE ORDERS AND INSPECT THE QUALITY OF A TECHNICIAN REPAIRS BEFORE THE RELEASE OF
7.REVIEW WORK ORDERS TO ENSURE THAT ALL ACTIONS HAVE BEEN DOCUMENTED ACCORDING TO SERVICE
8.PLAN AND ADJUST THE WORKLOADS OF DEPARTMENT PERSONNEL TO MATCH THEIR SKILLS AND ABILITIES.
9. COORDINATE WITH PURCHASE DEPARTMENT AND ARRANGE FOR DELIVERY OF SPARES ON TIMELY BASIS
10. AUDIT ON THE SPARES ORDER TO THE SPARES DELIVERED BY THE SUPPLIER I.E. MAKE, PRICE, GENUINE
11. PROVIDE DETAILED INPUT FOR THE QUOTATIONS, PLANNING AND REVIEWS OF ALL WORKSHOP PROJECTS.
12. DETERMINE THE WORK PRIORITIZATION AND TASK ALLOCATION FOR ALL WORKSHOP TASKS.
13. TO OVERSEE WORKSHOP STAFF SO THAT APPROPRIATE INFORMATION, INSTRUCTION, TRAINING AND
14. BE RESPONSIBLE FOR THE HEALTH AND SAFETY
15. BE RESPONSIBLE FOR THE SECURITY AND EFFICIENT RUNNING OF THE WORKSHOP AND TO CONSIDER
16. ORGANIZE APPOINTMENTS, COLLECTIONS, TRANSPORTATION AND SUPPORT FORM THE WORKSHOP WHERE
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 PREMISE SECURITY.
21. KEEP MASTER RECORDS FOR EACH VEHICLES REPAIRS AND SERVICE DONE TO IT TO ENABLE TO GUIDE
FUTURES ISSUES THAT MAY RISE TO IT OR FOR DEPRECIATION PURPOSE OR FOR DRIVER PERFORMANCE
22. PREPARATION OF VEHICLE INSPECTION REPORT WEEKLY BASIS TO TRACK ON ANY MECHANICAL / TECHNICAL
23. RECOVERING AND PUTTING UP ALL THE GROUNDED AND CANNIBALIZED FLEET
THE FOLLOWING WAS TRAINED, IMPLEMENTED & PUT IN PLACE IN THE DEPARTMENT BELOW AS A PROJECT
TRANSPORT
1.OVERSEE TRANSPORTATION DEPARTMENT, INCLUDING ITS ASSETS AND EMPLOYEES
2.ENSURE CUSTOMER GOODS MOVE FROM PRODUCTION THROUGH THE SUPPLY CHAIN TO THE END USER
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 DRIVERS.
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 PLANNING SYSTEM.
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 PROCEDURES ROUTINE
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 SERVICED.
19.ARRANGING FOR THE INDUCTION AND TRAINING OFF ALL STAFF.
20.REGULARLY LIAISING WITH THE DELIVERY / SALES MANAGER TO ENSURE A SMOOTH RUNNING OF BOTH
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 REQUIRED.
27.POSSESSING A GOOD UNDERSTANDING OF ALL RELEVANT LEGAL COMPLIANCE AND FLEET CONTROLS.
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.