Administration Officer: Centralised Procurement at Senwes

Job Description

• We are seeking a detail- orientated and proactive Administration officer: Centralised Procurement to support our Procurement department with vendor vetting, purchase order processing, supplier sourcing and record maintenance. This role is vital in ensuring accurate administrative assistance to procurement Buyers, supplier information, compliance with internal policies and efficient procurement processes.

 Vendor vetting and Management:

• Request and collect all required documentation from suppliers.
• Verify documentation for validity and compliance.
• Upload and manage supplier documents on the Vendor Management system.
• Unblock vendor a necessary.
• Capture and maintain accurate supplier data.

Purchase Order Expediting:

• Generate weekly SAP reports for undelivered purchase orders.
• Distribute outstanding purchase order lists to suppliers.
• Capture supplier feedback on SAP.
• Ensure timely follow-ups until delivery is confirmed.

 Purchase Order Creation:

• Create compliant purchase orders, particularly for low value/emergency funds.
• Ensure accuracy and compliance of all purchase orders created.

Supplier Sourcing and Management:

• Identify and assess potential new suppliers.
• Collect and evaluate supplier data for compliance and capability.

 Supplier Information Management:

• Update and maintain accurate supplier records in the database.
• Align supplier data with compliance standards.

 Supplier Credit Applications:

• Complete and submit supplier credit applications.
• Liaise with internal and external stakeholders to resolve queries.

 Administrative Support:

• Support buyers and procurement managers with administrative tasks.
• Assist with procurement reporting, document filling and office coordination.

Job Requirements

• SAP or ERP systems, advantageous
• Microsoft office (Excel & Word)
• Strong record keeping and documentation ability

Qualifications:

• National Senior Certificate. Certificate or Diploma in office administration, Supply Chain Management, Procurement or related field.
• At least 1-2 years of experience in similar procurement or administrative support role (preferred).