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Purpose of the Position:
Responsible for the administration of procurement information, supplier registration and qualification, adherence to legal/statutory/regulatory requirements, and ensure smooth running of procurement processes as per defined policies and procedures.
Key Performance Objectives
Supplier Management:
- Facilitate and maintain effective internal & external customer relations in regard to o/s invoices on open orders.
- Initiate new supplier onboarding requests for the relevant department.
- Receive, manage and monitor cellular and data requests for the relevant department
Procurement Operations:
- Research and resolve invoice discrepancies and queries
- Processing requisitions timeously within expected service or operational agreement
- Follow up on approvals to ensure purchase orders are generated timeously.
- Receipt & match purchase orders to delivery notes or service confirmations
- Follow up on outstanding invoices from suppliers on a regular basis.
- Ensure open purchase orders are followed up & closed on a regular basis
- To give accurate & timely feedback on a rejected Purchase request & manage open order report weekly
- Ensure correct account and cost center allocation
- Liaise with Group Procurement on procurement Master Data related information / queries
Compliance, Monitoring & Reporting:
- Manage age analysis daily and creditors reconciliations
- Assist with Monthly reporting for business units & Creditor queries
- Provide supporting documentation for audits
- Gather various information to ensure adherence to Legal / statutory/ regulatory requirements and contractual obligations.
- Ensure adherence to operational process documentation
- Maintain compliance of procurement processes with the defined policies and procedures
- Monitor implementation of recommendations or remedial plan of action and take necessary actions for effective implementation of recommendations
General Administrative:
- Performing ad-hoc duties as and when requested to do so.
- Taking of minutes of the meetings and distribution thereof
- Office administrative duties
Relationship Building:
- Communicate with the Financial Analyst, Procurement and Shared Services
- Resolve queries with suppliers
- Ongoing liaison with internal stake holders
Qualifications
- A Matric Certificate or Equivalent NQF Level 4 Qualification
Preferred Qualification
- Diploma in Supply Chain Management (SCM) and/or equivalent
- Tertiary Qualification (preferred)
Experience
- A minimum of 3 year administration experience, preferably with procurement
- Procurement System Experience and related Skills
- Excel
Technical Competencies
- Occupational Health and Safety Act
- Negotiation
- Procurement Management Process