Procurement Administrator at BankservAfrica

PURPOSE

The Procurement Administrator will play a key role in ensuring that the procurement function is compliant and actively monitoring its compliance to BBEEE, Business policies and procures as well as all administrative tasks such as ensuring correct approvals, run reports and assist with information gathering. 

You will engage with the following stakeholders:

• Business owners, product development all business units  
• Project teams 
• Human Capital 
• Procurement, Finance operations; and
• Legal, risk and compliance
• Customers and Suppliers 
• Lenders 
• Shareholders 
• Executive and Non-executive directors 

Your key responsibilities include:

• Procurement 
• Admin 
• Month-end reporting to the Procurement team
• Liaise with suppliers for any queries.
• Maintain good internal and external relationships.
• Raise, track, trace and expedite purchase orders for procurement.
• Assist procurement managers with inquiries and quotations.
• 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 Procedures Processes.
• Assist in information gathering for pre and post procurement processes including RFT/P/Q/I processes. 
• Administer and maintain the supplier master files processing requests, resolving issues, and responding to stakeholder inquiries.
• Run reports of high and medium risk supplier spend when required by the Procurement team. 
• Assist in the administration of various projects as defined by the Procurement  team leads.
• Ensure change control processes are implemented and managed.
• Understand and utilise needs and historical trends to assist the Procurement team in divisional forecasting and problem solving.
• Create and maintain accurate audit files which include original contracts, changes/deviations, amendments, clarifications, and customer information.
• Analyze supplier data with the Procurement teams to identify opportunities to improve pricing contracts and reduce risk 
• Perform buying duties when necessary, i.e., obtain pricing, compare prices, specifications and delivery dates in order to determine the best bid among potential suppliers. 
• To support the organisation in achieving its strategic objectives by interpreting and influencing both the external and internal environments and by creating positive relationships with stakeholders through the appropriate management of their expectations and agreed objectives.
• Positioning stakeholders according to the level of influence, impact, or enhancement they may provide to the business or it's projects.
• Recognize and acknowledge stakeholder's needs, concerns, wants, authority, common relationships, interfaces and align this information with the overall delivery strategy.
• Ensure communication standards are transparent, honest, and open with stakeholders. 

Stakeholder Management:

• To support the organisation in achieving its strategic objectives by interpreting and influencing both the external and internal environments and by creating positive relationships with stakeholders through the appropriate management of their expectations and agreed objectives.
• Positioning stakeholders according to the level of influence, impact, or enhancement they may provide to the business or it's projects.
• Recognize and acknowledge stakeholder's needs, concerns, wants, authority, common relationships, interfaces and align this information with the overall delivery strategy.
• Ensure communication standards are transparent, honest, and open with stakeholders.

QUALIFICATIONS / KNOWLEDGE

• Undergraduate degree in Business Administration, Accounting, Finance, or other relevant area
• Minimum five (5) 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, BBBEE 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 detail.
• Capacity to work with a high degree of independence within a matrixed, deadline-driven, multitasking environment
• Excellent communication and coordination skills including verbal, written, and listening.
• Proficiency in PowerPoint, Word, Excel, Sage (not limited to)

EXPERIENCE

• A minimum of 5 years’ relevant experience 
• A minimum of 2 years financial services experience