Procurement Assistant (JHB South) at African Parks Network

Description
Their responsibilities typically include:

Within the Kissflow system:

• Maintain the supplier administration within
• Streamline documentation,
• record-keeping, and
• processes to enhance efficiency
• Maintain an updated and accurate preferred Supplier database
• Assist in the administrative procurement processes
• track RFPs,
• request quotations,
• preparation/issuing of purchase orders,
• raising delivery notes,  
• request and upload final tax invoices
• Tracks, troubleshoots and resolves procurement system issues following established guidelines and procedures, escalates technical issues to the appropriate level and resources within IT
• Coordinating with internal departments to assess procurement needs and specifications
• Manage purchases done on the procurement credit card and reconcile card weekly
• Prioritise urgent order requests
• Handling incoming and outgoing courier parcels (for parks)
• Receipting goods, notifying parks of stock
• Binning goods into storeroom
• Issuing goods out of storeroom, packing slip
• Stock take + managing old items in storeroom
• Preparation of Commercial Invoices
• Liaise with suppliers in respect of commercial and/or technical clarifications and queries
• Tracking inventory levels and placing orders as needed - Office supplies
• Phone daily to follow up if orders placed will be delivered timeously
• Adhere to company's procurement policies and procedures
• Recommends improvements in workflow, procedures, and documentation as it relates to the procurement systems
• Parks work 7 days a week and the procurement phone (separate to your personal phone) does receive requests 7 days a week. Some of these might be emergency/crucial and require an after-hour intervention. This is however not the norm.
• Keep current in changes in procurement field and contractual regulations
• Assist the Procurement Specialist to plan and calculate all activities related to the Procurement Department
• Resolving supplier issues, including shipment delays or quality concerns.

Requirements
Qualities and Skills:

• Solid foundation in procurement operations with hands-on experience
• Exceptional precision and diligence in managing and verifying data
• Skilled in accounting platforms such as Serenic, alongside other procurement tools
• Highly organized with strong time management capabilities
• Collaborative approach to working with internal departments, creditors, and external stakeholders
• Solutions-oriented, with a proactive attitude toward resolving challenges
• Clear and effective communicator, both in writing and speech
• Well-versed in procurement workflows, accounts payable, and documentation practices
• Self-motivated and capable of managing multiple priorities independently
• Agile and responsive in dynamic, fast-paced environments
• Proficiency in French or Portuguese considered an asset

Qualifications:

• Senior Certificate (Matric)
• Tertiary qualification in Procurement, Supply Chain, or Logistics is advantageous.
• Minimum of 3 years’ experience in administrative roles within office environment