Job description:
Assistant to the General Production Manager 

About us

Our hair factory is a dynamically growing production company that manufactures high-quality hair products for international markets. To support our Production Manager, we are looking for a committed, reliable and structured individual who combines organizational skills with practical implementation strength.

Your responsibilities

As Assistant to the Production Manager, you will act as the central interface between production, administration, human resources, import/export, accounting and warehousing. You will ensure that all administrative and logistical processes in the factory run efficiently, transparently and smoothly.
1. Human resources 

a) Search for employees

b) draft Job descriptions advertisings and let it approve

c) Publishing and deleting job advertisements

d) manage candidate data and CV´s in Bitrix24

Scheduling interviews and, if necessary,

conducting interviews with candidates according to the Companies HR Matrix and HR manual

e) Maintaining and managing personnel files

f) Drafting employment contracts, contract extensions and terminations

g) Recording working hours and assisting with payroll accounting

h) Organizing training courses, safety briefings and further education

i) Acting as a point of contact for employees in general personnel matters

2. Import management

1. Preparation, control and management of all import documents, customs documents, certificates of origin, required company licenses, and all relevant documents 
2. Communication with suppliers, freight forwarders and authorities, and customs, RRA, RICA, FDA
3. Handling of all formalities, completion of all clearance procedures for imports in compliance with all relevant RWANDA regulations and systems 
4. Monitoring deadlines and tracking goods deliveries
5. Checking delivery notes, invoices and goods receipts in our MUB warehouse, up to correct entry in our stock control system

3. Export management

1. Preparation, control and management of all export documents, customs documents and certificates of origin, and all other required docs like NON-COMMERCIAL INVOICE, PACKING LIST, stock control system, Airway Bills, Bill of Lading etc.
2. Communication with suppliers, carriers and all RWANDA authorities
3. Handling of all formalities, completion of all customs clearance procedures for exports in compliance with all relevant customs regulations and systems 
4. Monitoring of payment from the customers, the deadlines and tracking of goods from deliveries
5. Checking delivery notes, invoices and goods leaving our MUB warehouse with correct entry in our stock control system
6. Coordination with carriers and international customers
7. Monitoring shipping dates and export regulations
8. Maintaining customer data and documenting export processes

4. Warehouse management and stock control system

1. As long as there is no in-house stock manager in the company to take on the following tasks, you will be responsible for performing all of the following tasks accurately and perfectly. You will then be responsible for training the new stock manager and monitoring their bookings, work and inventories.
2. Booking incoming materials and maintaining stock levels, MUB stock and local stock levels in our stock control system.
3. Monitoring material movements and write-offs
4. Regular stock checks and preparation of inventory, reporting daily and weekly
5. Supporting the optimization of warehouse processes
6. Preparing warehouse statistics and consumption analyses and submitting them to the customs and tax authorities and reconciling the data with these authorities.
   YOU ARE RESPONSIBLE FOR ENSURING THAT THE COMPANY DOES NOT ENCOUNTER ANY DIFFICULTIES WITH THE AUTHORITIES and does not have to pay any penalties.

5. Administrative management of the factory

a. Organization and maintenance of all administrative processes in the office and in various software programs: Bitrix24, Office 365, ZOHO, Excel Stock control system, training materials, accounting, Excel reports,folder creation and management, data storage, contract creation, etc.

b. Management of contracts, maintenance and service agreements

c. Support in executing cost control, and delivering the reports

d. Scheduling and video and live meetings for the production manager, coordination of internal and external meetings, including minute-taking

6. Accounting

a. As long as there are no junior accountants in the company, and you take on the following tasks, you must perform all of the following tasks accurately and perfectly. Afterwards, train new junior accountants and monitor their bookings, work and activities.

b. Accounting: daily accounting tasks, including recording business transactions and managing accounts and petty cash, expenses, imports, exports, payroll accounting, wages and salaries, and all taxes and duties.

c. Invoice processing: creating outgoing invoices, checking and processing incoming invoices, and monitoring and posting incoming payments.

d. Accounts payable and accounts receivable: managing the relevant accounts and associated processes for debtors and creditors.

e. Closing and closing procedures: assisting with the preparation of monthly and annual financial statements and the preparation and submission of tax returns and VAT returns.

f. Data maintenance and reporting: Maintenance and archiving of receipts and accounting documents, as well as preparation of analyses and statistics.

g. Communication: Correspondence with internal and external partners such as suppliers and banks.

h. Process optimization: Contributing to the continuous development and improvement of accounting processes.

Your profile

• EXCELLENT EXCEL SKILLS (if required, we will provide excel trainings for you)

• Completed commercial training (e.g. industrial clerk, freight forwarding clerk, office clerk) or comparable qualification as bachelor

• Professional experience in a manufacturing company, ideally in the textile industry

• Knowledge of import/export and customs clearance is an advantage

• Perfect application of MS Office (Excel, Word, Outlook) and ERP/warehouse management systems

• Good written and spoken English

• Structured, independent and responsible way of working

• Organizational skills, strong communication skills and team spirit

• Resilience and flexibility in a dynamic environment, ready for overtime

We offer

• A varied and responsible position with development potential

• Close cooperation with production management and senior management

• A collegial and appreciative working environment

• Modern work equipment and structured training

• Long-term prospects in a growing company

• Attractive salary. Milestone Bonus system: 6 Milestone per Year 

• Meal supply

• Probation period 3 Month 

Reporting line

Direct supervisor: Production manager and managing director of the company 

Close cooperation with: Management, Human Resources, Accounting, Warehouse Management, Shipping Companies, Suppliers and Customers

Send applications to:

office.haarzopf@sharmail.biz 

Place of work

Haarzopf LTD

Muhima Nyarugenge Kigali Rwanda