Procurement & Business Co-Ordinator at Bidvest Facilities Management

ROLE PURPOSE

• This role is responsible for operational buying and support to the Supply Chain Department in general administrative duties, including placing of orders, data analysis and information gathering. Expediting, ad hoc Procurement Officer duties and Master Data Administration duties also forms part of this role. Provide comprehensive executive and business coordination support through effective calendar management, meeting coordination, minute-taking, and action tracking. Ensure seamless scheduling of business activities, accurate documentation and distribution of meeting outcomes, and proactive follow-up on agreed actions to support operational efficiency and stakeholder engagement.

MAIN OUTPUTS

• Upload all relevant master data on SAP and other approved systems
• Manage master data quality by following the approved master data management processes and guidelines
• Ensure master data management processes and guidelines remain up to date and relevant
• Gather all required documents required for Procurement and the master data files. E.g., vendor registration documents
• Register all vendors onto SAP and other approved systems
• General administrative tasks as required by the Head Transactional Procurement or Executives
• Gather data and documents to assist the Master Data Administrator. e.g., B-BBEE certificates
• Ensure that documents with expiry dates and those that need to be updated on a regular basis are managed and remain updated
• Purchase materials, equipment and related services, and general office supplies.
• Prepare and manage required reports for Procurement and the business
• Ensure overall management of Request for Quote process (e.g., Obtain quotes, Evaluate & Award)
• Manage Purchase Requests - Train on purchasing procedures and assist end users in initiating requisitions. Resolve all purchasing issues between requester and vendors.
• Identification of commodities and services that should be migrated to contracts
• Managing queries with Accounts Payable - Investigate and resolve supplier payment queries and problems
• Ensure overall management of Request for Quote process (e.g., Obtain quotes, Evaluate & Award)
• Calendar Management, Minutes & Distribution of meeting outcome

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE

The Applicant must meet the following requirements:

• Grade 12 (Matric) 
• National Diploma Supply Chain/Logistics/Purchasing
• Professional Registration/Trade: CIPS and others would be an advantage
• Code 04 drivers licenses
• 2-3 Years purchasing experience with an excellent understanding of products/services and the costing thereof.
• General Procurement knowledge & expereince 
• Supply Chain knowledge & expereince 
• Material Management knowledge & expereince 
• Manage Maverick Spend on Service and Commodities
• MS Office (Excel, Word, PowerPoint)
• SAP knowledge & expereince 
• Input purchase order data into financial systems “SAP”
• Health & Safety Training - Health & Safety Training A basic understanding is required

FUNDAMENTAL COMPETENCIES

• Bidvest FM RITCH Values - Respect, Integrity, Trust, Commitment, Honesty
• Proactive
• Adaptable
• Planner/Organizer
• Driver/Self Starter
• Decisiveness
• Structured with attention to detail and accuracy
• Analytical
• Innovative problem solving skills
• Ability to multi-task
• Think conceptually and create multiple scenarios and hypotheses
• Collaborative team player, work co-operatively, and share responsibility with others
• Interact and present to executive level clients
• Exceptional Negotiation Skills
• Able to handle pressure
• Excellent written and verbal communication skills are essential