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Job Advert Summary
- The Procurement Administrator manages, organizes, and directs operations of the Purchasing Division by performing administrative duties and overseeing purchases, contracts, programs, projects, professional, and clerical staff.
- Ensures customer satisfaction and acts as a liaison by attending meetings, making presentations on policies and procedures, providing input on proposed legislation, preparing correspondence, communicating with other departments, informing, and advising departments nationally.
Minimum Requirements
- Supply Chain Management Bachelor’s Degree or similar qualification beneficial.
- Minimum 5 years relevant Procurement Administration experience.
- Experience with working with multiple ERP systems.
- Sage X3 experience beneficial.
- Excellent excel, word and written communication skills.
Knowledge, Skills & Attributes:
- Attention to detail and ability to work accurately and deliver quality outputs.
- Strong service delivery ethic.
- Good problem-solving skills.
- Ability to work under pressure and meet tight deadlines.
- Strong interpersonal, communication, influencing and relationship-building skills.
- Has a continuous improvement mindset.
- Willingness to work overtime as and when needed.
Duties and Responsibilities
- Assist with the ongoing updating of supplier files in SAGE X3 as necessary.
- Facilitate the signing of documents with the new approved suppliers.
- Maintain a preferred supplier listing and ensure procurement stays within the supplier spend and BBBEE supplier preference is given.
- Receiving of RFQ from operations.
- Start and manage the online approval process in terms of the group authority framework.
- Ensure pricing agrees to existing signed contract.
- Where no contract or preferred supplier exists, obtain at least 3 valid quotes.
- Raising of purchase order and issuing to suppliers once necessary approval has been obtained.
- Pro-actively identify opportunities for improvement, source suppliers, negotiate for better prices and terms. Ensure that purchase requisitions are timeously actioned and executed within required delivery timeframes.
- Ensure that a proper PO approval workflow is followed, for which formal evidence is available for inspection by Auditors.
- Monitor pipeline of open purchase orders, follow up on open orders with requestors and suppliers.
- Processing of Stock GRNS’s and all other GRV’s, not completed by operations, once signed proof of delivery or confirmation of satisfactory service has been received.
- Maintenance of shipping file register as necessary.
- Working with the branches to control the replenishment and issuing of Refreshments Stock.
- Ensure all processes are followed correctly.
- Complete branch transfers for the movement of all stock between branches.
- Ensure data integrity and consistency between the Procurement and Accounting.
- Assist finance with general admin / clerical duties as required.
- Assist the Procurement Supervisor in the completion of their duties and responsibilities.
- Various ad-hoc tasks from time to time.