Procurement Intern - JHB Illovo at BDO South Africa

Primary Purpose of the Job

To assist the procurement department with meeting its administrative objectives, handle inquiries and maintaining stakeholder relationships.

Main Duties and Responsibilities

• RFPs/RFQs/RFI’s
• Provide support in compiling the tender documents.
• Phone potential suppliers to notify them of the upcoming invitations.
• Timeously email the invitation to suppliers, as per the tender guidelines.
• Provide support to the Procurement Specialist to compile a register with contact details and supplier responses. (Evaluation Template)
• Create and maintain the Teams site and ensure all documents are relevant throughout the tender process.
• Book meetings when required.
• Ensure a high level of accuracy is maintained in the information gathering process relating to the criteria of suppliers. 

Supplier Maintenance

• Assist with the general administration of supplier information, data accuracy and document management records.
• Support the Procurement Specialist in obtaining all relevant documentation for new suppliers or re-evaluation of current suppliers.
• Ensure that all supplier information is correct, accurate and complete on the vendor management system.
• Upload documents on SharePoint for recordkeeping.
• Attend to and resolve all queries; if unable to resolve, escalate to manager

Categorization of Suppliers

• Support the Procurement Specialist to categorize all vendor spend on a monthly basis.
• Update the vendor management system with the category information monthly. 

Contract Management

• Identify renewal and cancellation of contracts timeously and forward all necessary information to the Procurement Specialist/Manager.
• Assist the Procurement Specialist/Manager with the relevant information required to compile the contract.
• Set up meetings with all stakeholders to discuss, prior to contract being distributed to the supplier.

Payment Terms

• Report on suppliers that are earmarked to be paid monthly.
• Verify the payment frequency inputs on the service provider management system that they are as per agreed with the supplier.
• Run a monthly report on suppliers that is not being paid as per the agreed terms.
• Keep track of the pre-negotiated settlement discount amounts and report on it monthly to the Procurement Manager. 

Adhoc

• Assist with internal procurement related projects when required.
• Provide support in service provider and internal stakeholder meetings, by drafting minutes, and uploading it onto the SharePoint platform.

Requirements

Qualifications, Experience, Knowledge, and Skills

• Matric, Degree/Diploma in Procurement or Commerce.

Experience

• Applicants are not required to have professional work experience.

Knowledge

• Applicants are not required to have professional work experience.

Competencies: Technical and Behavioural

Technical Competencies

• Proficient in Microsoft Office
• Good verbal and written Communications Skills

Behavioural Competencies

• Ability to work as a team member
• Good oral and written communication skills
• Time Management
• Attention to detail
• Ethical Behaviour
• Ability to Multitask
• Adaptability
• Cope well under pressure 

BDO Core Competencies

• Relationships and Collaboration
• Exceptional Client Service
• Business Growth
• Engaging people
• Leadership
• Quality, Risk management and Operational performance