Procurement Administrator (Master Data & Document Compliance) at Empact Group

Desirable Education and experience required:

• Matric qualification however a relevant Finance/Procurement qualification would be advantageous
• At least 2 years of working experience in a Finance/Procurement related position within a corporate environment.
• Proficiency in MS Office including intermediate level in Excel
• At least 2 years of SAP experience is required, and experience in other relevant ERP systems is a plus
• Strong stakeholder-focused approach and proactive problem-solving abilities
• Ability to quickly analyse and manipulate large quantities of financial data, drawing out key matters of significance
• Ability to work under pressure in a deadline driven environment

Key Responsibilities

Master Data Management:

• Maintain and validate procurement master data (vendors, materials, pricing, contracts) in ERP/SAP or procurement systems.
• Execute master data creation, changes, and deletions accurately and timely.
• Process a high volume of transactions daily and prioritise data entry requests.
• Ensure data accuracy, completeness, and consistency across procurement databases.
• Implement data governance best practices and standardisation procedures.
• Conduct regular audits to identify and correct data errors.
• Analyse and correct data anomalies by comparing system records with source documents.
• Work with Finance, Procurement, Operations and other departments to resolve data discrepancies.
• Assist departments in solving master data-related process issues.
• Track requests from receipt to completion.
• Prepare files for mass updates and ensure efficient processing.
• Participate in process improvements to enhance data accuracy and efficiency.
• Follow through on tasks with initiative and accountability.
• Handle ad-hoc activities as required.

 Document Compliance:

• Manage procurement-related documents (agreements, NDAs, certificates, compliance forms) in a centralised repository.
• Add, update and remove files as needed, ensuring proper record-keeping.
• Modify or improve filing systems for better efficiency.
• Ensure all documents comply with legal, regulatory and company policies (e.g., General Data Protection Regulations (GDPR); Personal Information Act (POPIA)
• Verify supplier documentation during onboarding (tax compliance, public liability insurance, letter of good standing, B_BBEE, certifications).
• B_BBEE Management – Track and monitor supporting evidence of Supplier & Enterprise Development.
• Monitor contract expirations, renewals, and compliance deadlines.
• Support internal and external audits by providing accurate documentation.
• Work with business partners to ensure submissions meet internal audit requirements.
• Proofread documents to maintain high accuracy and professionalism.
• Photocopy, scan, and file administrative documents.
• Gather and verify information via phone, email, or in-person.
• Input data accurately and efficiently into internal systems.
• Maintain an excellent telephone manner and professional correspondence.
• Work effectively under pressure with strong attention to detail.
• Handle ad-hoc tasks as required.

 Process Support & Quality Assurance:

• Conduct front-end analysis of requests to prevent errors and ensure adherence to policies.
• Optimize data quality to enhance procurement efficiency.
• Participate in process improvements to enhance data accuracy and efficiency.