Procurement Coordinator - Benoni at H Systems (Pty) Ltd

JOB PURPOSE

• The purpose of the role is to provide administrative and coordination support, assisting with order calculation, order placement, vendor communication, and maintaining procurement records and documentation.

KEY PERFORMANCE AREAS

• Purchasing.
• Administration. 
• Reporting.
• SHEQ Integrated Management System control.

MAIN RESPONSIBILITIES 

PURCHASING

• Calculate Distribution Centre (DC) Inter Branch Transfers:
  • Calculations on quantities of stock to be transferred from the DC to other branches according to stock shortages.
• Administer local buy-out stock orders for the company, including:
  • Prepare local orders according to procurement data sheets.
  • Source local buy-out stock from approved suppliers ensuring cost effectiveness.
  • Create purchase orders for local buy-out stock as required.
  • Place top-up stock orders with suppliers as required and ensure timeous delivery.
  • Follow up on local buy-out orders with suppliers as required, within lead time requirements.  
• Prepare local and international hardware orders according to purchasing data sheets for final approval by Procurement Manager.
• Prepare clearing instructions for import orders:
  • Ensure all import / Export information is correct.
  • Check Tarif headings for accuracy.
  • Ensure all shipments are adequately insured in transit.
  • Ensure correct delivery address.
• Generate purchase orders (PO’s) of approved procurement stock purchases on SAGE.
• Post Receiving of stock items (GRV) on SAGE for all containers received, upon completion of checks by warehouse.
• Administer local buy-out stock orders for the company, including:
  • Prepare local orders according to procurement data sheets.
  • Source local buy-out stock from approved suppliers ensuring cost effectiveness.
  • Create purchase orders for local buy-out stock as required.
  • Place top-up stock orders with suppliers as required and ensure timeous delivery.
  • Follow up on local buy-out orders with suppliers as required, within lead time requirements.  
• Update and verify branch stock levels recon weekly.
  • Verify shortages in branch stock levels.
  • Manage branch stock requests and escalate stock outs as required.
  • Redistribute stock on IBT schedule or on Branch Sales Order, if applicable.
  • Split container stock as planned by Procurement Manager.
• Administer Return to supplier (RTS) on SAGE.
  • Process RTS if incorrect stock is delivered from supplier.
  • Process RTS if stock is short delivered from supplier. 
  • Process RTS if there are price discrepancies.
  • Send processed RTS to supplier and request matching documentation. 

ADMINISTRATION

• SAGE inventory maintenance.
  • Code / description maintenance (ZZ / In active items/)
  • Bill of material maintenance (BOM’s)
  • Upload pricing into SAGE when required.
  • Maintenance of groupings of inventory categories. 
• Assist with supplier audits.
• Ensure import documents are accurate, compliant, and valid.
• Assist with optimising inventory costing by undertaking price negotiations with suppliers for competitive rates.

REPORTING

• Produce reports and statistics monthly.
  • Container Weight schedule.
  • Die recon schedule.
  • Ad Hoc procurement reports as required. 

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
  • Take reasonable care for the health and safety of themselves of other persons.
  • Co-operate with the employer to enable prescribed duties or requirements to be complied with.
  • Carry out any lawful order given and obey the health and safety rules and procedures.
  • Report any unsafe or unhealthy situation to the employer.
  • Report any incident to the employer.
  • Comply with health and safety processes.
• Participate in any Integrated Management System activities as required. 
• Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
• Ensure adherence to all company policies and procedures. 
• Always maintain a high level of customer service levels standards.

REQUIREMENTS

KEY JOB REQUIREMENTS 

QUALIFICATIONS

• Grade 12 with at least 1 or 2 additional short course certifications.  

EXPERIENCE

• 1+ years’ experience in a similar position, within the aluminium industry or similar.
• 5 years’ experience in an administration field.

KNOWLEDGE REQUIREMENTS

• Understanding the basics of procurement processes, including requisitions, purchase orders and procurement documentation. 
• Knowledge and understanding of applicable laws, regulations, and ethical norms related to procurement.
• Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

• Computer literacy with Proficiency in MS Excel at an intermediate level.
• Proficient in SAGE Evolution at an intermediate level.
• Strong attention to detail as precision is crucial when dealing with purchase orders, invoices, contracts, and other procurement-related documents to avoid errors.
• Outstanding problem-solving skills, with the ability to address unexpected challenges and finding suitable solutions to issues. 
• Strong negotiation skills to secure the favourable terms and prices with suppliers.
• Excellent organizational and time management abilities to prioritize tasks and meet deadlines.