Procurement Administrator - Midrand at hearX Group

Job Purpose:
Responsible for ensuring that the stock control, manufacturing, production and shipment of products to clients are effective for the B2B division and to ensure that the delivery meets the required standards of the Company.

Minimum education (essential):
Senior Certification

Minimum education (desirable):
Diploma in Supply Chain Management

Minimum applicable experience (years):
5 years

Required nature of experience:

• Procurement
• Administration 
• International shipping
• Case logging 
• Fulfillment coordination  
• Escalation coordination
• Retail or FMCG 

Skills and Knowledge (essential):

• Inventory Management
• Excel / Google Sheets
• Customer support
• Strong communication skills
• An appreciation for query resolution and a sense of urgency for turnaround times
• Strong mathematics skills and attention to detail required
• A great understanding of fulfilment processes and systems

Other:

• WMS (Warehouse Management System Software) 
• ERP (Enterprise Resource Planning Software)
• Working knowledge of US carrier services and related platforms

Essential Competencies:

• Examining Information
• Establishing Rapport
• Convincing People
• Showing Composure
• Meeting Timescales
• Checking Things
• Managing Tasks
• Taking Action

Important Competencies:

• Documenting Facts
• Interpreting Data
• Developing Expertise
• Adopting Practical Approaches
• Providing Insights
• Articulating Information
• Making Decisions
• Thinking Positively
• Embracing Change
• Inviting Feedback
• Following Procedures
• Producing Output

Stock & Supplier Control 30%

• Oversee stock take, assist where necessary and ensure that stock list is updated on a weekly basis.
• Oversee the Incoming goods inspection, ensure accuracy and assist when required.
• Proactively liaise with supplies and communicate to the relevant stakeholders when hardware is going to be discontinued (EOL).
• Responsible for end-to-end supplier management.
• Conduct annual supplier performance appraisals.
• Conduct monthly supplier evaluations for critical suppliers and liaise with the L&R team.
• Responsible for end-to-end procurement activities, including: 
  • Monitor stock levels; 
  • Acquire quotes for new stock purchases as required; 
  • Obtain quote approval on relevant channels; 
  • Place orders with manufacturers, 
  • Plan for stock lead times, 
  • Forward invoices for payment, 
  • Ensure stock is booked into the warehouse by the stock controller.

Manufacturing & Production 10%

• Track and trace all orders on the SA, Oaktree and Sonic order sheets to assist with planning of order completion.
• Facilitate communication of expectations and completion dates for orders between all stakeholders (production, Oaktree, Sonic, sales).
• Assist with calibration and device set-up as and when required. 
• Conduct final quality checks on completed orders before shipment. 
• Monitor production team to ensure deadlines are met according to agreed timelines.
• Assist with resolution of support queries. 
• Execute new initiatives to improve manufacturing and production effectiveness.

Shipping 50%

• Arrange local and international shipments. 
• Obtain shipping quotes for invoicing. 
• Proactively communicate shipping statuses with relevant stakeholders.
• Constantly ensure that all relevant documents and Slack channels are updated.
• Liaise with couriers and customs authorities on an ongoing basis.
• Reconcile shipment quotes, invoices and client accounts.
• Ensure shipping and billing processes are effective.
• Ensure that relevant HS codes and EORI numbers are added to commercial invoices.
• Liaise with the Finance department to get commercial invoices ready for shipping.
• Ensure the correct procedures are followed when transferring stock to subsidiaries.
• Liaise with the support team to communicate tracking numbers and calibration certificates to clients.
• Liaise with the sales team to keep them updated on outgoing orders.

Administration and QMS 10%

• Ensure that CSD, Ariba & WCBD vendor registration and details are updated on an annual basis. 
• Ensure compliance records are kept up to date in accordance with the relevant QMS processes. 
  • Supplier management documentation; 
  • Customs documentation;
  • Incoming goods inspection documentation;
  • Batch manufacturing and servicing records; 
  • Manufacturing process management.
• Assist with other activities as and when required.