Procurement Administrator at Metrofile

Job Advert Summary    

• The Procurement Administrator manages, organizes, and directs operations of the Purchasing Division by performing administrative duties and overseeing purchases, contracts, programs, projects, professional, and clerical staff.
• Ensures customer satisfaction and acts as a liaison by attending meetings, making presentations on policies and procedures, providing input on proposed legislation, preparing correspondence, communicating with other departments, informing, and advising departments nationally.

Minimum Requirements    

• Supply Chain Management Bachelor’s Degree or similar qualification beneficial.
• Minimum 5 years relevant Procurement Administration experience.
• Experience with working with multiple ERP systems.
• Sage X3 experience beneficial.
• Excellent excel, word and written communication skills.

Knowledge, Skills & Attributes:

• Attention to detail and ability to work accurately and deliver quality outputs.
• Strong service delivery ethic.
• Good problem-solving skills.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal, communication, influencing and relationship-building skills.
• Has a continuous improvement mindset.
• Willingness to work overtime as and when needed.

Duties and Responsibilities    

• Assist with the ongoing updating of supplier files in SAGE X3 as necessary.
• Facilitate the signing of documents with the new approved suppliers.
• Maintain a preferred supplier listing and ensure procurement stays within the supplier spend and BBBEE supplier preference is given.
• Receiving of RFQ from operations.
• Start and manage the online approval process in terms of the group authority framework.
• Ensure pricing agrees to existing signed contract.
• Where no contract or preferred supplier exists, obtain at least 3 valid quotes.
• Raising of purchase order and issuing to suppliers once necessary approval has been obtained.
• Pro-actively identify opportunities for improvement, source suppliers, negotiate for better prices and terms. Ensure that purchase requisitions are timeously actioned and executed within required delivery timeframes.
• Ensure that a proper PO approval workflow is followed, for which formal evidence is available for inspection by Auditors.
• Monitor pipeline of open purchase orders, follow up on open orders with requestors and suppliers.
• Processing of Stock GRNS’s and all other GRV’s, not completed by operations, once signed proof of delivery or confirmation of satisfactory service has been received.
• Maintenance of shipping file register as necessary.
• Working with the branches to control the replenishment and issuing of Refreshments Stock.
• Ensure all processes are followed correctly.
• Complete branch transfers for the movement of all stock between branches.
• Ensure data integrity and consistency between the Procurement and Accounting.
• Assist finance with general admin / clerical duties as required.
• Assist the Procurement Supervisor in the completion of their duties and responsibilities.
• Various ad-hoc tasks from time to time.