Asset Protection Manager Precision Recruitment

Overview

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Asset Protection Manager

MAIN PURPOSE OF THE JOB

To protect company assets, monitor and prevent shrinkage, ensure compliance with the Occupational Health and Safety Act, to ensure the implementation of sustainable EHS solutions/ strategies, ensure a hygienic shopping environment, to enforce company Rules and Regulations, to implement and maintain Asset Protection procedures.

KEY PERFORMANCE AREAS/CORE ACTIVITIES & ACCOUNTABILITIES

1. Safeguard and protect company assets and ensure adequate maintenance of company assets

• Ensure that all entrances, exits and the building are secure.
• Ensure that all security and safety equipment is operational i.e. CCTV, Radio’s, etc.
• Maintain the alarm system and ensure that alarm calls are checked.
• Inspect/test practices to minimize risk of loss, damage or harm to company assets.
• Address any findings that may pose a risk immediately.
• Ensure basic/general maintenance is scheduled and carried out and time frames adhered to.
• Ensure all electrical outlets are complying with regulations.
• Ensure all plumbing works are serviceable and in a working condition.
• Ensure that only registered Service Providers are utilize for any maintenance within your environment of work.

2. Manage Service Provider relationships

• Develop and maintain professional relationships with all Service Providers.
• Effective planning and manning of store by efficient, well trained, skilled and disciplined personnel.
• Effective placement of Guards and Detailed Checkers on posts on a daily basis.
• Ensure service levels are maintained.
• Ensure adherence of procedures. Manage non-performance through performance process.
• Conduct regular meetings as per the ideal office module.
• Investigate, communicate, submit and follow up all Service Providers’ claims.
• Ensure all Guards are PSIRA registered.
• Ensure all Service Providers adhere to agreed uniform standard.
• Ensure polygraphs are conducted as per Service Provider agreement.
• Ensure Car Guard effectiveness and alertness.
• Ensure effective night shift controls, especially in those stores where night shift duties are performed.

3. Effective monitoring of controls and procedures to reduce shrinkage and damages

• Assist in order to ensure that shrinkage is maintained at 0.50% of sales.
• Ensure high visibility of Asset Protection staff members at critical areas within the store to ensure that staff members and customers are monitored and observed for any suspicious behaviour.
• Ensure that all staff members adhere to laid down procedures in all departments.
• Ensure that search procedures are correctly implemented, especially when locking the store.
• Ensure that a shrinkage awareness program is implemented in the store for all staff members and Security personnel.
• Establish a shrinkage committee and conduct shrinkage meetings as per the AP Office Model.
• Establish a shrinkage action plan in conjunction with Sales/DM Managers of each Department to identify high-risk areas and merchandise with relevant measures to prevent shrinkage.
• Work together with the training department to implement and carry out Shrinkage Awareness training for all store staff and Security personnel.
• Ensure that store staff members and Security personnel who have been trained in Shrinkage Awareness complete and are signed off on their final sign-off projects.
• Conduct regular departmental shrinkage checks (i.e. refunds, receiving and dispatch) to identify areas of risk and develop action plans to address accordingly.
• Ensure damages processes and procedures are adhere to.
• Ensure effective and result driven investigations.
• Know high shrinkage / damages line articles.
• Ensure Detail Checking process adherence.
• Ensure aggressive CCTV operating procedures.
• Completion of incident / accident reports.
• Investigate theft/ fraud cases, ensuring that all relevant evidence is gathered and statements obtained.
• MIMS system completion.

4. Ensure full compliance to all Health and Safety Regulations and requirements to achieve a Risk

Audit rating of “Well Managed”

• Health and Safety Risk Audit achievements – internal and external.
• Completion of incident / accident reports.
• MIMS system completion.
• Comply with legislation in respect of dangerous machinery.
• Maintain fire alarm/ fire drills.
• Maintains and inspect trolleys, store fixtures and fittings, racking, stacking of stock, standby generator, UPS, sprinkler system, air conditioning system, building structure, parking areas, compactors (where applicable), smoke extractor fans, forklifts, electrical circuits and store lighting.
• Health and Safety Committee activities and achievements.
• First Aiders Committee activity and achievements.
• Fire Fighters Committee activities and achievements.
• Ensure that fire watch procedures are being followed on the portal
• Ensure that the Fire Watch procedures are adhered to.
• Ensure a Business Interruption action plan is in place and communicated to all role players.
• Co-operate with internal and external Risk auditors.
• Food Safety adherence at all times.

5. Compliance to company policies and rules/regulations

• Ensure that staff members understand the company vision and that efforts are made to meet the company objectives.
• Ensure that staff members are aware of and adhere to company policies, rules and regulations.
• Adherence to uniform policy.
• Manage timekeeping and working hours effectively.
• Effective planning i.e. weekends and festive season trading.

6. Ensure a safe, secure and clean shopping environment for customers and staff and minimise customer complaints and dissatisfaction

• Ensure that all Asset Protection procedures are implemented and maintained as per the AP Office Model and business standards.
• Ensure customer areas are safe, secure and clean for a good and safe shopping experience.
• Ensure cleanness of total store/site.
• Ensure that all Asset Protection documentation i.e. incident/accident reports, arrest reports, etc. is correctly completed and maintained.
• Ensure that opening and closing procedures are adhered to.
• Ensure that key control procedures are adhered to.
• Plan your own objectives and those of your subordinates.
• Ensure that the weekly Asset Protection assessment is executed. Take corrective action on all findings where needed.
• Effectiveness of car guards.
• Monitor customer service standards through security come backs/complaints.
• Contact refunds, delivery and collection customers to ensure that they are satisfied with the service received.
• Respond to customer feedback.
• Resolving customer queries with a sense of urgency.

7. Facilitate investigations as requested by Store Management.

• Identify where store investigations are needed and arrange investigations where needed in liaison with Store Manager, Operations Asset Protection Manager and relevant ROM/RAM and RAPM.
• Compile a full case docket on these cases and keep this confidential and secure. All cases to be signed off by the Store Manager/RAPM.
• Advise / guide Store Management on investigations where necessary.
• Allocate resources, assign and delegate responsibility where necessary.

8. Ensure a hygienic environment to prevent or minimise the expose sure to any Disease or Virus by customers and staff in your capacity as the appointed in-store Hygiene Officer.

• Ensure that all in-store Hygienic procedures/action plans are implemented and maintained as per the business guidelines and standards.
• Ensure that customers and staff have a hygienic, clean and seamless shopping experience.
• Facilitate the process if a customer or staff member show signs/symptoms of any known disease or virus as per the business procedures/guidelines.
• Ensure that emergency numbers of Medical Teams from local Government/Private Practices/Hospitals are readily available at identified areas within the store.
• Monitor and ensure that Sanitation products/devices and sanitation stations are available at all high-risk areas as identified by the business.
• Ensure that all relevant awareness communications and posters regarding any disease or virus are placed at areas within the store to enable all staff to have access to it.
• Facilitate the cleaning of trolleys/baskets to ensure a clean and hygienic trolley/basket for customers whilst shopping.
• Ensure that an Isolation/quarantine area has been identified and erected on site as per the business specifications.
• Ensure that a “Deep Clean” process as per business guidelines is followed daily by the relevant cleaning company on site.
• Working together with Store Management not to create any panic among customers and staff when possible signs/symptoms of any disease or virus have been identified on site.
• Working with HR with regards to abteesism to ensure that staff not taking unnecessary sick leave by taking any disease or virus as an excuse.
• Working with HR to continuous updating the details of all Management and staff that is employed on site, including Merchandisers, Value personnel, Talisman, 3D Printing Kiosks, Cleaners, Security, Detail checkers, as well as Trolley Assistants, Coffee shop- and Hot Dog Stand personnel.
• Facilitate the completion of the MIMS “Tracker” for infected customers or staff members with any disease or virus.
• Respond to any customer and staff feedback in this regard.

9. Compliance with legislation

• Completion of all legal documentation.
• Occupancy certificate.
• Electrical certificate.
• Fire certificate.
• Structural certificate.
• Flammable/gas certificate.
• Forklift licences

10. Regulatory Inspections System

• Ensure that all Regulatory visits are forwarded for capturing onto the Regulatory Portal.
• Communicate any high-risk findings to relevant Store Management and Regional Teams.

11. Efficient planning and scheduling of Duty Managers for last customers duties and lock/unlock duties

• Preparation and implementation of duty rosters.
• Emergency procedures.
• Alarm setting and management.
• After hour site visits done by Service Providers.
• Last customer scheduling preparation and adherence.
• Maintain the locking roster.
• Ensure adherence to locking checklists.

12. Ensure MIMS is operational

• Ensure that the latest statistics have been updated daily.
• Ensure that responsible Store Management has received training and where required train Management on the system.
• Follow up daily on non-conformances regarding CI, SVA Risk findings and in-store Safety Reviews.

13. Develop team effectiveness and achieve a good energy level within the AP department

• Energy level improvement.
• Work together with your line Manager, colleagues and staff as a winning team.
• Improve/monitor staff morale by conducting regular 1 on 1 sessions.
• Actively participate as a committed team leader to complete goals and deliverables.
• Ensure staff members are adequately trained and that JD documents and PDD’s are up to date for all team members.
• Ensure staff is cross skilled to ensure continuity of all functions – through delegation and coaching.
• Manage and adherence to the working schedule in your department.
• Identify potential in the team, agree succession plans with the Store Manager, implement action steps and provide opportunities to mentor and develop staff members’ skills.
• Ensure that corrective action is taken when needed.

14. Manage the climate within the AP Department and Practice Efficient communications at all levels

• Treat staff with respect as you would like to be treated.
• Effective dealing with all staff-related concerns.
• Effective communication at all levels.
• Conduct regular related surveys.
• Ask questions to ensure others have understood you.
• Communicate areas of concern immediately and timeously with the relevant staff and ensure follow-ups on action taken.

15. General

• Initiative – recommend ways in which the operation of the Risk Department and store systems can be improved.
• Required to perform any task as deemed necessary by immediate line Manager.

GENERAL JOB INDICATORS

Planning Horizon

(Detail the requirements for monthly /annual/ long-term planning required in this position. State the type of plan, the time horizon of the plan and the nature of your involvement.

• Daily- Safety checks (revised)
• Daily – Fire safety checks
• Daily – Africa Life Safety Standards checks
• Daily – Checking of the following registers/checklists:
  • Opening and Closing Schedule
  • Closing Checklist
  • Visitors Register
  • Contractors Register
  • Contractors Waiver Indemnity
  • Low Risk Key Register
  • High Risk Key Register
  • Staff Purchases Register
  • Staff Returns Register
  • Sample (Security check) Register
  • Lost and Found Register
  • Daily Trolley/Basket Count
  • Seal Register
• Daily – Check Occurrence Book – Submit to Store Manager to sign off
• Daily – Check safe keeping of previous day yard documentation – Security personnel
• Daily – Check telephone calls to customers for refunds and deliveries
• Daily – Spot checks at refunds counter – Audit report
• Daily – Conduct High Risk and Ad Hoc Counts – as per prescribed articles and roster
• Daily – Regular spot checks at dispatch- investigation of exception report
• Daily – Regular spot checks at receiving- investigation of Daily exception report
• Daily – recording and investigation of known stock losses
• Daily – checking of branch summary – shorts and over at tills

WEEKLY PLANNING:

Submit weekly crime related incidents to ECR/CGC

Weekly – Minutes for Security and Shrinkage meetings

Weekly – Checking of Shop Use Adjustments

Weekly – Testing of Sprinkler System

Weekly – Testing of Generator

Weekly – Testing of Panic buttons

Monthly – Month- End Security Report

Monthly – Alarm Walk Test

Monthly – Minutes of Health and Safety Meeting

Delegated Freedom to Act (Indicate the major independent decisions to be made by this position)

• Institute disciplinary action against staff not adhering to laid down procedures.
• Arresting of staff/customer and opening criminal cases against staff/customer for theft and fraud.
• Suspension of employees.
• Evacuation of the store – emergency recovery
• Any decision that needs to be made to adhere to the OHSACT.
• Sales discount as per policies.
• Service provider staff removal.

Level Of Complexity (Describe the most challenging or complex parts of your job)

• The OHSACT and Regulations of SA – understanding the requirements and execution.
• Shrinkage analysis – investigating and formulating an action plan to prevent a re-occurrence.
• Budget constrains vs. Compliance needs.
• System investigation.
• Risk Prevention.
• Safety Management.
• Specialized system analysis.

SIGNIFICANT DIMENSIONS

Indicate in quantitative terms, the key areas on which your job has an impact. State figures on an annual basis. Include such items as budgets, revenues, other rand amounts or pertinent items the position impacts.

Rand measures: Revenue, Expenditure, State Figures on an annual basis for the current Financial Year

• Repairs and Maintenance, within store specific budgets, direct impact

Unit Measures: Number of clients / customers (internal or external), number of suppliers, number of products or any other scope measurements pertinent to this job

Customers Safety – Employee Safety, Supplier’s Safety, Dependent on the size of the store, Direct impact

JOB SPECIFICATIONS

Minimum Academic, Professional Qualifications & Experience

• Minimum Matric / Grade 12 essential.
• At least 5 years’ experience within the AP/Risk environment.
• Tertiary qualification within Risk Management will be an advantage for the position.
• Proven knowledge and expertise regarding the OHS Act and Regulations.
• Sound managerial skills.
• Computer literate on MS Word, Excel (mastery level), Outlook, SAP, Back Office and Fico.
• Sound administrative and Risk Management skills.
• Previous audit and investigation experience.
• Previous SAMTRAC / ASTRAC exposure.

COMPETENCIES & SKILLS

Core Competencies

• Experience within the AP/Risk environment.
• MS Office and Computer literate
• Administrative skills
• Management experience
• SAP and CKS knowledge
• Project Management
• Sound knowledge of Occupational Health and Safety
• Investigating skills

General Competencies

• Self-Assertive
• Self-motivated
• Exceptional interpersonal communication
• Customer liaison skills
• Flexible
• Ability to work independently
• Good judgment skills