Procurement Administrator (Centurion) at AVBOB South Africa

Description

• B-BBEE administration for Procurement under guidance of the Procurement Specialist.
• Responsible to contact suppliers whose B-BBEE certificates/affidavits have/shall expire to obtain valid certificates /affidavits.
• Work with the B-BBEE consultant/business representative to ensure B-BBEE reporting protocol is put in place.
• Request data and documentation from business units to correct discrepancies in the information received from them and update the documentation on the production system.
• Appropriately safeguard or keep relevant record of the organisational B-BBEE required data and all relevant documentation for such verifications as it relates to the procurement department.
• Preparation of B-BBEE reports for internal management meetings etc: Preparation of requirements, liaising with relevant people for input, pulling data together.
• Assist the HR Practitioner Transformation with B-BBEE verifications of Procurement for the Group following the codes of Good Practice of the Department of Trade and Industry’s B-BBEE, relevant sector codes and internal verification methodology.
• Assist the Procurement Specialist in providing information on procurement activities to the HR Practitioner Transformation for the Broad-based Black Economic Empowerment (B-BBEE) scorecard.

Capturing of new supplier details

• Assist the Procurement Specialist in maintaining a comprehensive supplier document folder to confirm that the information provided to the tender committee is aligned with documentation submitted by tenderers.
• Assist with evaluating suppliers, due diligence and identifying potential disruptions during the onboarding of new suppliers’ process within guidelines.
• Receive completed supplier applications forms from the different Business Units to capture on the creditor database. Verify that the supplier application forms are completed accurately and signed by relevant manager.
• Check that all the relevant compliance documents are attached such as company registration document, tax certificate, bank letter and B-BBEE certificate.
• Capture the supplier details on production system.
• Issue new creditor numbers to business unit and suppliers.
• Inform suppliers if documents are not completed correctly or other documents are missing
• Keep a proper register and a filing system of new suppliers.

Administer the Request for Quotation (RFQ) process

• Issue Request for Quotation (RFQ) numbers to business units.
• Review RFQ for grammar and spelling mistakes and inform the relevant business unit to make amendments.
• Review supplier submission to verify that all supplier compliance documents are received and valid on RFQ closing date.
• Contact suppliers who did not provide all relevant information and request that they make submission before the RFQ is awarded.
• Evaluate RFQ response based on a matrix system that takes into account technical competencies, price and B-BBEE.
• Agree outcome of the RFQ with the Business Unit.
• Draft and send out RFQ response letters
• Assist the Procurement Specialist on his/her responsibilities where required

Issue tender numbers to business units.

• Review tender documents for grammar and spelling mistakes and inform the relevant business unit to make amendments.
• Arrange and facilitate tender briefing sessions on request by business unit.
• Invite suppliers to tender via email and phone to confirm receipt of invite.
• Assist with the timely completion and submission of tender documents, as received from various departments.
• Confirm that all documents were received by comparing documents to standard requirements and providing documents to the Procurement Specialist.
• Review supplier submission to verify that all supplier compliance documents are received and valid on tender closing date.
• Contact suppliers who did not provide all relevant information and request that they make submission before the tender is awarded.
• Facilitate meeting with prospective suppliers to gain exposure to their products or service offerings to assess whether they may have potential capabilities to service the Group.
• Assist with the arrangement of the weekly tender committee meetings and verify member availability for quorum.
• Draft tender committee meeting agenda.
• Evaluate tender response based on a matrix system that takes into account technical competencies, price and B-BBEE.
• Draft and send out tender response letters.
• Support the Procurement Specialist in his/her functions as and when required.

Requirements

• Matric with Accounting and/or Mathematics with a ideal pass rate of 60% or above for any of these subjects.
• Advanced Excel (certificate or proof will be an advantage)
• 3 years relevant administration experience
• Good understanding of the B-BBEE codes of good practice as published by the Department of Trade and Industry.
• A strong financial background with computer literacy in MS Word and Excel
• Good communication and interpersonal skills
• Good analytical skills
• Attention to detail
• Ability to work well under pressure and to deadlines, and ability to multi-task and prioritise