About the position
The candidate will be responsible for operational buying and support to the Procurement Department, in general administrative duties, including placing of orders, data analysis and information gathering. Expediting, ad hoc Procurement duties; Request for Proposal; contracting and Vendor Data Administration duties also forms part of this role.
The incumbent in this role will need to assist the Procurement Manger and Officer with Procurement administration for the company, and maintenance of the procurement tender and vendor masterdata. The incumbent will also be responsible for all procurement activities pertaining to the functionality of the buying for the department.
VENDOR ADMINISTRATION
Tasks
- Provide administrative support to procurement and finance team members
- Obtain supporting documentation from Suppliers for Procurement for onboarding process
- Gather all required documents required for procurement and the vendor database files. e.g. Vendor registration documents. BBBEE certificate, etc
- Register all vendors on Xero and other approved systems.
- Upload all relevant master data on Xero and other approved systems.
- Ensure vendor data management processes remain up to date and relevant
- Prepare and manage required vendor database reports for procurement and the business
- Maintaining supplier / debtor information
- Obtain comparative quotations based on Teams requirements and provide respective on-site Managers with appropriate proposals.
- Assist Technical Team with documentation and substantiation of recommendation/submissions (Administrative process)
- Respond timeously and efficiently to all reasonable requests by on-site Managers
- Skills and Competencies
- Proficient user of MS Office Excel and Word in order to update Reports
- Strong analytical and numerical skills to collect and interpret data
- Effective communication skills
- Working knowledge of Procurement compliance and risk factors
- Strong planning, prioritising, organising and time management skills with the ability to multi-task effectively
- Ability to work independently as well as within a team to meet a singular goal or deadline
- Ability to communicate effectively at all levels with management and sub-contractors
- Assist in information gathering for audit and measurement reporting purposes
- Maintains master contract files and records
- Administer the Procurement Inbox, quickly processing requests, resolving issues and responding to colleague inquires
- Maintain vendor assessments and performance reviews in the database as per the standard process
- Run reports and metrics as defined by Vendor Management team leads
- Assist in the administration of various projects as defined by Vendor Management team leads, including auditing invoices to reassign commodity codes and enforcing compliance to the Approved Supplier Program when it is defined
- Address gaps in vendor records, including but not limited to phone numbers, email, banking and information
QUALIFICATIONS
- Minimum Grade 12
- Studying towards a Valid procurement qualification or equivalent.
- Previous experience in a similar role in the Facilities, Workplace, Design & Construct industries will be an advantage
- Working knowledge of Sourcing, Procurement and Supplier Management processes
PLEASE NOTE
The procurement administrator is to be contracted for at least 2 years, with an option for another 1 year depending on operational requirements.
Desired Skills:
- Working knowledge of Sourcing
- Procurement and Supplier Management processes
Desired Work Experience:
Desired Qualification Level:
