Procure to Pay Administrator at BankservAfrica

PURPOSE

A Procure to Pay (P2P) Administrator will play a key role in ensuring the process of requisitioning, purchasing, receiving, paying for, and accounting for goods and services is compliant with procurement and company policies. Ensure that all administrative tasks such as ensuring correct approvals and supporting documentation are accurate. 

You will engage with the following stakeholders:

• Business owners, product development all business units  
• Project teams 
• Human Capital 
• Procurement, Finance operations; and Planning and Analytics 
• Legal, risk and compliance
• Customers and Suppliers 

Your key responsibilities include:

• Procurement  
• P2P Admin 
• Obtain quotes and issue Purchase orders for different departments when required.
• Maintain stock levels by keeping to the prescribed minimum stock quantities and consumables
• Liaise with suppliers for any queries.
• Raise, track, trace, and expedite purchase orders for procurement.
• Ensure appropriate approvals in terms of the Delegation of Authority (DOA) and the correct cost allocation accounting and budgetary control of any purchase requisition submitted for processing.  
• Respond to user departments and supplier inquiries about order status, changes, late deliveries, shortages, and cancellations.
• Ensure compliance of the Procurement Policy and Procurement procedure Processes.
• Assist in information gathering for pre and post procurement processes. 
• Ability to work in a fast paced and continually changing environment.
• Understand and utilise needs and historical trends to assist the Procurement team in divisional forecasting and problem solving.
• New and renewed supplier pricing is updated, tracked, and communicated to the relevant stakeholders in an accurate and timely manner
• Collate the issuing and receiving of monthly credit card expenses timeously from the different users and ensuring the processing and sign-off thereof into Sage 
• Co-ordination, oversight and administration of local and international travel arrangements for the BankservAfrica group (i.e. booking of flights, accommodation and car hire arranged or via the travel agent). Co-ordinate and oversee the complete requirement for forex for international travel, so that forex is received timeously by the traveler
• Reconcile all travel expenses to the credit card expenditure and business claims to ensure compliance with the Travel and related.
• Policies and to ensure no duplication in particular to travel expense claims (i.e. credit card vs business claims vs forex provided)
• Record keeping and Administration - Filing of orders placed for tracking and follow up purposes. Delete any Purchase orders that are no longer to be received or used in Sage
• Stakeholders

Stakeholder Management:

• Assist with ensuring the team manages and delivers on  internal and external stakeholder requirements/SLA’s
• Recognize and acknowledge stakeholder's needs, concerns, wants, authority, common relationships, and interfaces and align this information with the overall delivery strategy.
• Ensure communication standards are transparent, honest, and open with stakeholders
• Compliance and Risk

Compliance and Risk Management

• Policies and procedures: Assist with the development, amendment and implementation of relevant policies and procedures.
• Compliance: Ensure compliance with relevant policies & procedures, regulation and legislation
• Risk: Ensure risks are reported on and mitigated

QUALIFICATIONS / KNOWLEDGE

• Undergraduate degree in Business Administration, Accounting, Finance, or other relevant area
• Minimum five (3) years of procurement within a Shared Services implementation model and a complex international operating environment
• Excellent knowledge of end-to-end supply management processes including competitive bidding, contract management, spend reports, BEE reporting and supplier performance management (not limited to)
• Strong interpersonal, presentation, communication, conflict resolution and stakeholder relationship management skills to engage others, build consensus and resolve issues.
• Able to work in a fast-paced environment with demonstrated ability to manage multiple and competing demands, establish priorities, and meet deadlines with minimal oversight
• Ability to interact at all the levels of an organisation.
• Attention to accuracy and detail.
• Capacity to work with a high degree of independence within a matrixed, deadline-driven, multi- tasking environment
• Excellent communication and coordination skills including verbal, written, and listening.
• Proficiency in PowerPoint, Word, Excel, Sage (not limited to)

EXPERIENCE

• A minimum of 3 year’s relevant experience 
• A minimum of 1 year’s financial services experience