Buyer (Pretoria West) at RCL Foods

• The purpose of this role is to procure non-packaging and ingredients (P&I) services and stock within agreed service level parameters. As well as to provide administrative support to the purchasing process ensuring compliance with procurement procedures. 

Minimum Requirements    

• 3 years’ experience within a purchasing and commercial environment
• Purchasing experience within an FMCG environment would be advantageous.
• Degree (3 years) in commerce, management, supply chain management or a related field (Finance / Procurement Related)
• Relevant SAP/Syspro experience would be advantageous

Duties & Responsibilities    

• Examines and analyses purchase requisitions for completeness and accuracy of information.
• Contacts the initiator to clarify or complete information and determines the method to process the requisition based on rand amount, time required, existing open contracts, and/or supplier industry profile.
• Checks that the product or service is not already contracted by RCL Foods and if so, establishes current price agreement.
• Identifies and selects the vendor to procure requisitioned commodities from as informed by the buying mix of price, quantity, quality, BBBEE and delivery date.
• Prioritises workload to ensure adherence to procurement service levels on order turnaround, order accuracy and on-time in full deliveries.
• Interviews sales representatives to develop new sources of supplies, securing favourable terms for the Business.
• Updates records and files and secure samples, descriptions, photos or information for site management.
• Ensures that the purchase orders are created on receipt of fully completed buying requisitions or workflows that have been approved in accordance with the Company policy and procedures, and Levels of Authority.
• Ensures all requests have correct authorisation as per policy.
• Ensures that purchase requisitions are converted into ERP generated purchases hours on a timely and efficient manner within 24 to 48 hours.
• Ensure that where there is a group contract, the orders are placed with reference to the group contract. Orders placed must be 85% on contract.
• Communicates all late/unrealistic delivery dates to end users.
• Expedites orders and resolves purchasing problems between management and the suppliers.
• Investigates and determines what/how/why products came in incorrectly or damaged.
• Monitors price increases and communicate changes as necessary.
• For non-contract products and services, negotiates all terms and conditions, in line with the business operating procedures, ensuring the best total acquisition costs or best total cost of ownership.
• Provides procurement-related information and support as required to the functional managers and other internal customers for planning and operational purposes. This will include but not be limited to delivery dates and pricing for products and services required on site.
• Plays an active role in achieving functional objectives such as cost reduction targets year on year, supplier performance and improved stock management.
• Works with the master data team to create relevant and specific material masters and services masters as required to reduce the percentage of spend placed against generic material/service codes ‘as spec’.
• Ensures that purchase orders are placed with reference to correct material/service master codes and correct GL codes.
• Monitors open orders and ensures that the buying team expedites orders timeously; there should be no open orders older than 60 days.
• Minimises the need for retrospective ordering (i.e., orders places after the fact)
• Monitors and reviews maverick spend (i.e., monitoring reasons and instances where buyers do not use the group sourcing contracts for purchasing) of buying team hereby ensuring maverick spend remains < 1%.
• Monitor and analyse the accuracy of supplier delivery times against contract lead times (i.e., lead time analysis)
• Reports issues to the Senior Buyer or Procurement Manager.

Supplier and Quotation Management

• Continually monitors suppliers to ensure cost, quality, and delivery adherence.
• Evaluates and maintains continued improvement in supplier performance by visiting suppliers when required.
• Identifies site management’s needs and develops and refines specifications for services, supplies, or equipment.
• Writes and distributes simple technical quotation invitations or requests for proposals.
• Receives, analyses, and evaluates bids, quotes, proposals and awards the contract in accordance with delegated authority.
• Ensures Company requirements are met with all orders (i.e., correct authorization, 3 quotes are obtained where no group contract exists etc.)

Buying Administration

• Calls off items from loaded contracts and captures purchase orders on SAP/relevant system and ensures that PO’s comply with current contract prices. (85% on contract)
• Expedites orders to ensure that materials are shipped and delivered on promised dates.
• Communicates all late/unrealistic delivery dates to end users.
• Check “purchase order audit trails” daily in order to pick up possible mistakes.
• Follows up and fixes problem invoices by resolving queries between suppliers and creditors. Ensures that invoice queries from creditors team are actioned in timely and efficient manner within 48 hours.
• Ensure that returned items are accompanied by a GRA via Receiving

Teamwork and Self-Management

• Takes ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follows through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Informs relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Supports and drives the business core values.
• Manages colleagues and client’s expectations and communicate appropriately.
• Demonstrates willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champions training and development of self and others through utilising available training opportunities.
• Participates in and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.
• Reporting Administration and Data management
• Compile any requisite information for any site/category procurement reports required.
• Filing of all procurement documentation as per procedures manual
• Compile ad hoc spreadsheets and analysis when required.
• Capture data accurately and regularly onto SAP/Syspro to enable access to reliable data and reporting for trend analysis and decision making.

Governance

• Ensure that ethical standards and the requirements of the Company policy are adhered to.
• Report and or escalate any areas of non- compliance appropriately.
• Procedural compliance demonstrated, and where relevant process controls and procurement procedures have been implemented.
• Business Unit site/sites procurement and Stores Governance Audit standards met (Procurement led)