Admin Officer: Procurement at H Systems (Pty) Ltd

JOB PURPOSE

The core purpose of the role is to provide administrative support to the Procurement Department and assume responsibility for all internal administration of the division.

KEY PERFORMANCE AREAS

Administration

• ERP System maintenance
• SHEQ Integrated Management System control

MAIN RESPONSIBILITIES

ADMINISTRATION

• Generating purchase orders (PO’s) of approved procurement stock purchases on SAGE.
• Post Receiving of stock items (GRV) on SAGE for all containers received, upon completion of checks by warehouse.
• Assist with Distribution Centre (DC) Inter Branch Transfers:
• Assist with IBT calculation and communication where required.
• Create Inter Branch schedule for the Distribution Centre for submission to branches monthly.
• Follow up and assist DC with planning of schedule and communication to branches.
• Complete general administration duties as required by the needs of the division.
• Submit all import documentation to the banking institution.
• Filing.
• Archiving of historic documents.
• Data capturing. (Including punch tool spreadsheet update)
• Maintenance on Inventory management system.
• Track / trace and supplier follow up:
• Follow up on local buy-out orders with suppliers as required, within lead time requirements.
• Generate and action overdue purchase order report weekly.
• Assist with supplier communication on urgent requests and back-order lead times – feedback to procurement and branches where needed.
• Action and follow up on Branch powder coating of stock in the DC as per spreadsheet received from Procurement Manager.

ERP SYSTEM MAINTENANCE

• Ensure ERP system maintenance of all inventories.
• Code maintenance as instructed.
• Pricing updates as required.
• Sage additional field completion / maintenance.
• Supplier linking and supplier code completion and maintenance (UDFs) (Weights / Estimation short codes / Colour / Box quantities / Suppliers / Length).
• Product images.
• Maintenance of groupings of inventory categories.

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
• Take reasonable care for the health and safety of themselves of other persons.
• Co-operate with the employer to enable prescribed duties or requirements to be complied with.
• Carry out any lawful order given and obey the health and safety rules and procedures.
• Report any unsafe or unhealthy situation to the employer.
• Report any incident to the employer.
• Comply with health and safety processes.
• Participate in any Integrated Management System activities as required.
• Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
• Ensure adherence to all company policies and procedures.
• Always maintain a high level of customer service levels standards.

REQUIREMENTS

KEY JOB REQUIREMENTS

• Grade 12 with at least 1 or 2 additional short course certifications.

EXPERIENCE

• Relevant experience in a similar position.
• Relevant experience in an administration field.

KNOWLEDGE REQUIREMENTS

• Understanding the basics of procurement processes, including requisitions, purchase orders and procurement documentation.
• Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE / Pastel at an intermediate level.
• Strong attention to detail as precision is crucial when dealing with purchase orders, invoices, contracts, and other procurement-related documents to avoid errors.
• Excellent organizational and time management abilities to prioritize tasks and meet deadlines.

DISTINCTIVE COMPETENCES FOR POSITION

• Ensures that matters are handled in an orderly and accurate manner from start to finish.
• Has high quality standards for their own work.
• Maintains an even performance under pressure.
• Remains focused on results when other things interfere.
• Finishes the job in time.
• Sets priorities.
• Adapts to the prevailing culture.
• Effectively stands up for their own opinion.
• Adjusts priorities when circumstances require.