--Role Purpose--
The Critical Spares Controller is responsible for the efficient management of critical and general spares
in the spare parts store. Reporting to the Feed Mill Maintenance Manager, this role plays a crucial role in
daily data capture of spare parts and materials receipt, as well as keeping records of all spares and
consumables entering and leaving the store. Additionally, the Critical Spares Controller is accountable
for operational and safety risk control within the spare parts store. The incumbent is expected to ensure
accurate inventory management, optimize spare parts availability, and minimize operational and safety
risks associated with spare parts management.

--Key Performance Areas: What is done--

KPI 1: Inventory Management

• Outcomes:
• Maintain accurate inventory records of critical and general spares in the spare parts store.
• Optimize spare parts availability and minimize stockouts.
• Action Items:
• Implement and maintain an efficient spare parts inventory management system to track receipt,

storage, and issuance of spares.

• Conduct regular stock counts and reconcile any discrepancies between physical counts and system

records.

• Analyze spare parts usage and trends to identify critical spares and optimize stock levels.

KPI 2: Data Capture of Spare Parts Receipt

• Outcomes:
• Ensure timely and accurate data capture of spare parts and materials receipt into the store.
• Facilitate seamless integration of spare parts into the maintenance workflow.
• Action Items:
• Collaborate with the procurement and receiving teams to establish efficient processes for spare parts

receipt and data capture.

• Verify the accuracy and completeness of received spares, checking against purchase orders and

specifications.

• Capture and record relevant data, such as quantities received, supplier details, and part numbers, in

the appropriate systems or documentation.

KPI 3: Spare Parts Issuance and Record Keeping

• Outcomes:
• Maintain accurate records of all spare parts and consumables issued from the store.
• Ensure proper documentation and traceability of spare parts movements.
• Action Items:
• Collaborate with maintenance technicians and requesters to verify the accuracy of spare parts

requests and issue the requested items.

• Record and document all spare parts and consumables issued, including quantities, recipient details,

and maintenance work orders.

• Maintain organized and accessible records for easy retrieval and reference.

KPI 4: Operational and Safety Risk Control

• Outcomes:
• Identify and mitigate operational and safety risks associated with spare parts management.
• Ensure compliance with safety regulations and implement measures to minimize workplace hazards.
• Action Items:
• Conduct regular risk assessments of spare parts store operations to identify potential safety and

operational risks.

• Implement and enforce safety protocols and procedures to minimize workplace accidents and

injuries.

• Monitor and evaluate compliance with safety regulations and address any non-compliance issues

promptly.

KPI 5: Spare Parts Availability and Lead Time Reduction

• Outcomes:
• Optimize spare parts availability and minimize lead times for critical spares.
• Ensure timely availability of spare parts to support maintenance activities.
• Action Items:
• Collaborate with maintenance planners and technicians to identify critical spares and establish

appropriate stocking levels.

• Evaluate and optimize supplier lead times to reduce the time required for spare parts procurement.
• Implement measures to expedite urgent spare parts requests and minimize downtime.

KPI 6: Spare Parts Reorder and Obsolescence Management

• Outcomes:
• Ensure timely reorder of spare parts to maintain optimal stock levels.
• Minimize obsolescence and write-offs of spare parts.
• Action Items:
• Monitor spare parts usage and stock levels to identify reorder points and trigger timely

replenishment.

• Collaborate with procurement to establish efficient reorder processes and maintain relationships with

reliable suppliers.

• Identify and manage obsolete or excess spare parts, implementing appropriate disposal or write-off

procedures.

KPI 7: Continuous Improvement

• Outcomes:
• Identify opportunities for process improvements and implement relevant initiatives.
• Enhance efficiency and effectiveness in spare parts management.
• Action Items:
• Regularly evaluate spare parts management processes and identify areas for improvement.
• Propose and implement process enhancements to streamline workflows, increase accuracy, and

reduce costs.

• Collaborate with cross-functional teams to implement best practices and leverage technology

solutions for spare parts management.

Knowledge and Skills required

• Proven experience in spare parts management, preferably in a maintenance or industrial setting.
• Strong knowledge of inventory management principles and best practices.
• Familiarity with spare parts used in the feed mill or manufacturing industry.
• Proficiency in inventory management systems and data capture tools.
• Understanding of operational and safety risk control in a warehouse environment.
• Excellent organizational and attention to detail skills.
• Strong analytical and problem-solving abilities.
• Effective communication and interpersonal skills.
• Ability to work in a fast-paced environment and handle multiple priorities.
• Knowledge of relevant software and tools for inventory management and data analysis.
• Familiarity with safety regulations and best practices in spare parts management.
• Continuous improvement mindset.
• Ability to collaborate and work effectively within cross-functional teams.
• Strong computer skills, including proficiency in MS Excel or similar tools.
• Experience with spare parts reordering and obsolescence management is a plus.