Procurement Administrator at Fidelity Services Group

Minimum Requirements

• Grade 12 – Matric.
• No Criminal Record or any pending cases.
• 2 – 3 Years’ experience in a procurement or administration environment.
• Excellent Computer Skills with good knowledge of Microsoft Outlook, Excel and Word.
• Working Knowledge of SAP advantageous.
• Excellent Administration Skills.
• Must be able to communicate fluently in English with excellent verbal and written communication skills.
• Be familiar with a variety of the field's concepts, practices, and procedures.
• Ability to liaise professionally with personnel and customers at all levels.
• Ability to work without supervision and under pressure.
• Must have a valid Driver’s Licence.
• Must have own Reliable Transport.

Job Specification

Key Performance Areas: (not totally inclusive):

Capex E-mail:

• Print all the capexes sent to the “Capex e-mail” daily.
• Load all new capexes on the Capex tracker spreadsheet.
• Distribute new capexes to the relevant Procurement Administrators.
• Each Procurement administrator will ensure that the required compliance as per the Financial Procedures have been followed for each capex ie. approval signatories in accordance with the LOA as well as all supporting documents.

ICBM:

• All Capex purchases are loaded on ICBM.

Sourcing

• Do sourcing for items not available from our regular suppliers.
• Source for new suppliers from time to time to do price comparisons and possible savings.
• Finding solution and alternative suppliers.

Quotations

• Ensure that at least two quotations are attached to all Capexes.

Liaising with Customers and Suppliers

• Liaise with customers and suppliers in a clear and cordial manner.

Requisitions

• Process requisitions on SAP

Asset numbers

• Obtain asset numbers from the Asset Department.

Fleet numbers

• Obtain fleet numbers from the Fleet Department.

Branding

• Obtain the branding requirements from the customer, send the information to the Branding Department and request they send the correct art file to the branding company.
• Place order with branding company.

Purchase Orders

• Manual orders will be created and sent to suppliers from time to time.
• SAP orders will be created to replace the manual order as soon as ICBM is open.
• Where no manual order is required, SAP order will be created and sent off to the supplier as well as the customer.
• Once order has been sent to the supplier, confirm current stock, expected delivery date or lead times and communicate this information to the Procurement manager as well as the customer.

Expediting

• Follow up on outstanding deliveries every second day and give feedback to the Procurement Manager and customer.

Motor Vehicle Licenses

• In the event of vehicle purchases copies of the MVL’s will be submitted to the Fleet department within 7 days of taking delivery.

Savings

• Savings on orders will be captured on a spreadsheet and submitted to the Procurement Manager on a monthly basis.

Service Delivery and Turnaround times

• If the required goods are available delivery must take place within 3 days.
• Where delivery cannot take place within 3 days, it will be communicated to the Procurement Manager as well as the customer.

Receiving Deliveries

• Deliveries done to the Procurement department, goods, quantity (if pricing reflects on the delivery note) will be checked before signing for the delivery.

Distribution to Customer

• Distribution to the customer will be done within 12 hours.
• In the case of IT deliveries, the customer will be advised immediately that the goods have arrived.
• If laptops or PC’s must be set up by IT, the customer will be informed immediately to log a call with IT.
• Clear proof of delivery to the customer, reflecting the name, surname and employee number will be attached to the capex.

 Queries

• Deal with all customers, supplier, finance and management queries.

Reporting

• A daily update on all outstanding orders will be e-mailed to the Procurement Manager by no later than 3:30PM daily.

Submitting invoices

• All Invoices together with the correct supporting documents will be submitted to the Finance Department timeously.
• Details on the quote, requisition, order and invoice will correlate.
• No incorrect documentation will be attached to the Capex pack before submitting to the Procurement Manager for final approval.
• Prepare and collate all documentation for ABSA contracts, submit for approval to CPO and finance, submit contracts to ABSA within 3 days of receiving the registration documents from the supplier.

Open Orders

• Open Orders will be closed within 60 days unless the product ordered is being manufactured.
• If open orders cannot be closed, it will be brought to the Procurement Manager’s attention on e-mail on a weekly basis.

Price and Vendor Lists

• A price book album will be kept on my desk for all the most frequently used suppliers or service providers.
• This album will be updated monthly.

BBBEE Certificates

• Updated BBBEE certificates will be obtained from the suppliers or service providers as soon as it comes to my attention that the BBBEE certificate on file has expired.

Vendor Documentation

• If a new supplier or service provider must be onboarded, I will obtain the necessary documentation for the Vendor Compliance Manager to do the onboarding.

General Procurement Duties

• Perform all reasonable request from management with regards to the Procurement function including occasional travel bookings.

Other Personality Attributes:

• Relies on experience and judgment to plan and accomplish goal
• Strong interpersonal and communication skills.
• Ability to meet strict deadlines.
• Have excellent organizational, planning and prioritizing skills.
• Must be able to work as part of a team and encourage development of others.
• Must be able to work reliably and responsibly with internal and external colleagues and suppliers.
• Must be proactive, innovative and objects driven.
• Must be “hands on” and able to resolve problems quickly. 
• Must be able to handle difficult customers and suppliers with patience and understanding.
• Ability to work under pressure, independently and willing to travel if and when required. (Needs to be flexible and adaptable).
• Give great attention to detail, results driven with great customer focus and must be responsible and accountable.
• Must be proactive when it comes to cost saving.  Must be cost saving orientated and ensure that the company is always getting the best deal/value.
• Have analytical thinking skills.