Procurement Coordinator at H Systems (Pty) Ltd

MAIN RESPONSIBILITIES

PURCHASING

• Calculate Distribution Centre (DC) Inter Branch Transfers:
• Calculate and determine the required stock quantities to be transferred from the DC to other branches based on stock shortages.
• Communicate the transfer quantities to the branches and ensure the final numbers are aligned with the IBT schedule at the DC.
• If stock is unavailable in the DC, source low-level inventory from an approved local supplier.
• 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.
• Upon approval, create, process, and track purchase orders (POs) to ensure timely and accurate delivery.
• Assist in securing and tracking cost-effective transport (shipping) from the origin to the destination.
• Coordinate with freight forwarders and internal teams to confirm order details and delivery timelines, ensuring telex releases and arrival notices are received and handed over to clearing agents.
• Monitor the progress of orders to ensure goods or services are delivered on time.
• Follow up with suppliers and logistics teams to resolve any delays or issues affecting deliveries.
• 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.
• Ensure purchase orders (POs) are accurately documented, properly approved, and correctly matched with invoices upon receipt.
• Post Receiving of stock items (GRV) on SAGE for all containers received, upon completion of checks by warehouse.
• Update and verify branch stock levels recon weekly.
• Identify and verify any shortages in branch stock levels.
• Manage branch stock requests, escalate stockouts as necessary, and collaborate with internal departments to ensure timely replenishment from approved local suppliers.
• Redistribute stock according to the IBT schedule or based on Branch Sales Orders, as applicable.
• Split and allocate container stock as per the plan set by the 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.
• Evaluate and complete maintenance of groupings of inventory categories.
• Supplier communication.
• Assist in communicating order requirements, expected delivery dates, and any modifications to existing orders.
• Help resolve issues such as delivery delays, incorrect orders, quality concerns, or product discrepancies.
• Support the maintenance of strong relationships with suppliers and vendors by providing essential information and addressing issues promptly.
• Gather and update supplier/vendor contact details and terms of agreement.
• 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.
  • Die recon schedule.
  • Supplier lead time report.
  • Ad Hoc procurement reports as required.

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

• Ensure adherence to the OHS Act.
• 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.
• Ensuring that procurement activities align with internal company policies, legal requirements, and industry standards.
• Always maintain a high level of customer service levels standards.

KEY JOB REQUIREMENTS 

QUALIFICATIONS

• Diploma in Business Management, Procurement Management, or a related field, or a CIPS qualification.

EXPERIENCE

• 3+ years’ experience in a similar position, within the aluminium industry or a related field.
• 5 years’ experience in a procurement environment.