Procurement Assistant at Metix (SMS Group)

BRIEF DESCRIPTION OF JOB FUNCTION:

The incumbent will assist the Procurement Officer in the Procurement department. This will include assistance with the administration of the company’s procurement procedures with the goal of ensuring profitable growth for the company.

QUALIFICATIONS, EXPERIENCE, COMPETENCIES:

Qualifications:

1. Relevant Procurement/Supply Chain Management Degree/Diploma.

2. Enterprise Resource Management (ERP) computer software qualification is advantageous.

3. Microsoft Office suite of packages certificate is advantageous.  

Experience:

1. 4 years proven experience in Procurement.

2. Exposure to the Engineering Industry.

3. Good understanding of supply chain processes.   

Knowledge required:

1. Knowledge of procurement principles, processes and procedures.

2. Administration - Knowledge of procurement administration and coordination of all Procurement documentation.

3. Engineering industry knowledge.

4. Aptitude in prioritizing tasks and working with numbers.

5. Cost control knowledge.

6. General knowledge of projects, contracts and office administration.

7. Intermediate project procurement skills and knowledge.

8. Creation & filing of purchase requisitions & orders via an electronic software system.

9. Knowledge of basic finance & commercial terms i.e. shipping INCO terms, budgets, cost codes, contract terms & conditions, etc.

10. Advanced proficiency in Microsoft office programs such as Excel & Word.

11. Microsoft Dynamics (MSD) ERP computer package.

Core Skills:

1. Strong interpersonal skills to maintain good working relationships across wide and diverse teams.

2. Strong emphasis on accuracy and detail.

3. Ability to handle multiple projects simultaneously to meet goals and deadlines.

4. Sourcing (RFI, RFQ & RFP) experience.  

5. Logical thinker with planning abilities.

6. Basic analytical and problem-solving skills.  

7. Good English written and oral communication skills.

8. Organisation skills, including the ability to complete tasks in good time.

9. Understanding of Procurement & Supply Chain Management.

10. Good time management and multi-tasking skills.

11. Stress tolerance to be able to work under pressure & tight deadlines.

Behavioural Attributes:

1. Decisiveness: Uses judgment to make good recommendations to Procurement Officer based on information gathered and analysed.

2. Reliability: Takes personal responsibility for area of responsibility & sticks to commitments.

3. Adaptability: Adapts to changing work environments, work priorities and good support provided to the Procurement Officer; able to effectively deal with change and diverse people.

4. Integrity: Shares complete and accurate information only with the Procurement Officer; maintains confidentiality; follows organisational policies and procedures and commits to good governance.

5. Honesty: Remains completely honest and trustworthy at all times.

6. Initiative: Takes actions to address department needs in consultation with Procurement Officer and achieves goals with minimal micro management; generates ideas and makes suggests to improve the department.

7. Perseverance: Staying on-task till completion, particularly in the face of obstacles or other trying circumstances.

8. Motivation: Displays energy and enthusiasm; commits to putting in extra effort; maintains high level of productivity and self-direction.

9. Work standards: Sets and maintains high standards for self; pays close attention to detail, accuracy and completeness; shows concern for all aspects of the department.

10. Teamwork: Interacts effectively within and across teams/groups to accomplish Procurement goals.

DETAILED RESPONSIBILITIES:

1. Administration of all Procurement aspects in the department under the guidance of the Procurement Officer.

2. Track orders and ensure timely delivery.

3. Conduct market research to identify pricing trends.

4. Prepare cost analyses. 

5. Maintain good relationships with suppliers & obtain best prices for the company.

6. Identify, research, analyse & suggest new potential suppliers.

7. Ensure compliance with internal Purchase to Pay (P2P) guideline.

8. Review purchase orders for accuracy & validity ready for Procurement Officers approval.

9. Support preferential procurement principles in terms of BBBEE.

10. Assist with setting up Procurement Registers & continue to update Registers.

11. Communicate poor supplier performance to Procurement Officer.

12. Issue Supplier Approval forms to new and existing Metix suppliers.

13. Update supplier files and manage supplier database.

14. Email purchase orders including acceptance copies to the relevant supplier & follow up for the receipt of signed orders.

15. Filing of all documents including orders with back up in their correct folders on the server.

16. Follow up with suppliers as needed to confirm &/or revise orders.

17. Perform tender adjudications.

18. Generate new & revise orders on the MSD System.

19. Be involved in the submission of requisitions (for new & revised orders) to be approved by the relevant Engineer, Line Manager & EXCOM.

Legal notice

1. Metix (Pty) Ltd will only entertain applications for the position that is made by individuals in their personal capacity.

2. No introduction of applicants/prospective applicants for the position or CV’s or applications submitted by any placement agency/recruitment agency or any third party on behalf of applicants/prospective applicants will be considered for the position.

3. In the event where the position is brought to the attention of a prospective applicant by a placement agency/recruitment agency or any third party, Metix (Pty) Ltd will not accept liability for any placement fee or commission or any other form of compensation as a result of the position being brought to the attention of the individual prospective applicant by such a placement agency/recruitment agency or any third party.

4. In the event where Metix (Pty) Ltd requires the assistance of a placement agency/recruitment agency or any third party with the recruitment of a suitable person this will be at the sole discretion of Metix (Pty) Ltd and will be executed through a written instruction by Metix (Pty) Ltd to such placement agency/recruitment agency or any third party. No commission, placement fee or any other form of compensation shall be payable to a placement agency/recruitment agency or any third party in the absence of a written instruction by Metix (Pty) Ltd.