Buyer - Fixed Term Contract - Bloemfontein at Transnet

• To ensure the optimum procurement and delivery for Division’s goods and services with due consideration for, cost effectiveness, fairness, equitability, transparency and competitiveness.
• To ensure Delivery of the right product or service, at the quantity and condition to the right place at the right time for the right customer at the price and quality whilst aligning to the relevant Transnet policies and procedures.

Position outputs:

PURCHASE REQUISITIONS

• Accurate and timely processing of purchase requisitions in line with user specifications/requirements internal SLAs
• On-time communication of queries on purchase requisitions to end-users – this includes confirmation of budget, inaccurate specifications, drawings etc
• Review of completeness of information on the Purchase requisition and communicate discrepancies to user department.

REQUEST FOR QUOTATIONS

• Issuing of request for quotations for goods and services according to the goods and services manual
• Evaluation of bid responses in line with set criteria
• Source new products and suppliers including BBBEE suppliers/Service providers;

PURCHASE ORDERS

• Create purchase orders on SAP; meet planned delivery dates;
• Ensure that Issued purchase orders have general conditions of purchase
• Obtain confirmation of receipt of issued orders from contracted suppliers/service providers.
• Monitor the purchasing patterns (low value order purchasing);
• Monitor the Variation Orders (Invoice Vs Purchase order) and recommend for approval;
• Negotiate with suppliers within mandate prices, terms, product specifications, delivery times, quality or specification and quantity to ensure the most efficient and effective delivery of the materials, services and equipment for various TE projects/contracts
• Serve as the central contact point for supplier and end user queries and ensure that queries are addressed in a satisfactory and timeous manner;
• To ensure that the required key Financial Controls of the Procure-to-Pay (P2P) process are enforced within the Division.
• Update purchase order information as and when required

EXPEDITING

• Ensure that contracted suppliers/service providers adhere to delivery dates stated on purchase order
• Follow up on late orders and update delivery dates on SAP ERP
• Evaluate supplier’s performance; self-management via exception reporting and recommend appropriate action to rectify;

COMPLIANCE

• To align with auditors and resolve audit findings with regards to the process and to ensure that there are no repeat findings.
• To escalate non-compliance issues to the appropriate bodies;

SYSTEM USAGE

• To provide 1st Line SAP MM Super User support, which includes but not limited to, training of users on SAP, 1st line fault resolution and serving as the interface between the SAP Competency Centre and end users.
• Ensure that system improvements are logged, tested and followed through;
• Ensure administrative functions to procure goods and services are correctly executed in accordance with approved
• Business Critical Activities/Control Framework, approved Commercial Framework and Procure-to Pay (P2P) processes;

VENDOR MASTER MANAGEMENT

• Ensure maximum utilisation of material master (report and correct unacceptable descriptions on the requisitions);

OTHER SUPPORT AND ADMIN DUTIES

• To provide training, support and guidance to internal customers (P2P end users), with regards to policy, process and procedures;
• To provide sourcing support on pre-determined commodities. To conduct and support the Procurement Manager with sourcing events;
• Develop and maintain profession and co-operative relationships with both internal & external stakeholders to ensure the optimum delivery of materials, equipment and sub-contract with due consideration for time, cost, quantity and quality.
• Ensure proper document management e.g., Filing of purchase order documents
• Ensure proper achieving of filed documents

REPORTING AND RECORD KEEPING

• Generate monthly reports and Document control of documents
• Report and correct unacceptable descriptions on the requisitions
• Proper record keeping of admin relating to deals, meeting and actions

Qualifications & Experience:

• SAP system experience is required.
• Grade 12
• Minimum 3 years' experience in doing purchasing transactions using SAP system

OR

• SAP system experience is required.
• Minimum 5 years' experience in doing purchasing transactions using SAP system

Competencies:

Good written and verbal communication.

• Business acumen.
• Teamwork and interpersonal skills.
• Communication skills.
• Strong ethical conduct.
• Influencing skills.
• Good understanding of BEE and SMME in SA.
• Attention to detail
• Time management – capable of meeting tight deadlines
• Financial Control implementation
• Responsible and accountable
• Customer focus and service orientated
• Problem solving, initiative and proactive
• Sense of urgency and goal orientated
• Able to work under pressure