Procurement Officer at Epiroc

Mission:

The purpose of the procurement officer is to support Mernok’s operations by managing supplier relationships, ensuring compliance with regulations and internal policies, optimizing the procurement process to achieve cost savings and efficiency, and acquiring the necessary resources in a timely, cost-effective, and ethical manner.

Main duties and responsibilities:

Sourcing and Vendor Management:

• Identify potential suppliers or vendors through market research and networking.
• Evaluate current and new suppliers based on factors such as price, quality, reliability, and delivery speed.
• Negotiate contracts, terms, and conditions with suppliers to achieve favourable terms for Mernok.
• Maintain relationships with suppliers and address any issues that may arise during the procurement process.

Procurement Process Management:

• Develop and implement procurement strategies and procedures to streamline the procurement process.
• Coordinate with internal stakeholders to understand their procurement needs and requirements.
• Create purchase orders, place all orders and ensure timely processing of procurement requests.
• Ensure that products are delivered on time. Chase outstanding orders / back orders.
• Monitor inventory levels and replenish stock as needed to prevent shortages or overstock situations.

Compliance and Risk Management:

• Ensure compliance with legal regulations, company policies, and industry standards throughout the procurement process.

Sourcing and Vendor Management:

• Identify potential suppliers or vendors through market research and networking.
• Evaluate current and new suppliers based on factors such as price, quality, reliability, and delivery speed.
• Negotiate contracts, terms, and conditions with suppliers to achieve favourable terms for Mernok.
• Maintain relationships with suppliers and address any issues that may arise during the procurement process.

Procurement Process Management:

• Develop and implement procurement strategies and procedures to streamline the procurement process.
• Coordinate with internal stakeholders to understand their procurement needs and requirements.
• Create purchase orders, place all orders and ensure timely processing of procurement requests.
• Ensure that products are delivered on time. Chase outstanding orders / back orders.
• Monitor inventory levels and replenish stock as needed to prevent shortages or overstock situations.

Compliance and Risk Management:

• Ensure compliance with legal regulations, company policies, and industry standards throughout the procurement process.
• Assess and mitigate risks associated with procurement activities, such as supply chain disruptions or supplier non-compliance.
• Conduct regular audits of procurement activities to identify areas for improvement and ensure adherence to best practices.

Cost Control and Budget Management:

• Analyse procurement data to identify cost-saving opportunities and optimize purchasing decisions.
• Monitor budget allocations for procurement activities and ensure expenditures stay within approved limits.
• Negotiate discounts, rebates, or other cost-saving measures with suppliers to achieve budgetary goals.
• Assists with stock control.

Documentation and Reporting:

• Maintain accurate records of procurement transactions, contracts, and supplier information.
• Prepare reports and presentations on procurement activities, including spending trends, savings achieved, and supplier performance.
• Communicate procurement-related information to relevant stakeholders, such as department heads or senior management.
• Assists with interpretation of reports and predict future sales.
• Document and update supplier information.
• Verify accuracy of part numbers and quantities of items received against the freight bills and related documents.
• Process paperwork and perform data entry related to inbound shipments, resolve any discrepancies.
• Perform the transactions and movements of materials physically and in the accounting system.
• Load BOM's onto Pastel.
• Create Sales order job files.
• Requisition journals.
• Stock variance reporting and investigation.
• Create and maintain technical and developer warehouses on Pastel.

Logistics:

• Source estimates for exports/temporary exports.
• Coordinate with danger packers for estimates and arrange shipment packaging.
• Prepare all necessary shipment documentation.
• Schedule collection date and ensure timely pickup of shipments.

Learning and Growth:

• Participate in activities as described in Personal Development Plan, as agreed with the Procurement and stores manager.
• Facilitate knowledge sharing and skills development processes (best practice, lessons learnt, etc.).

Health, Safety & Environment:

• Take responsibility for your own safety in the workplace.
• Ensure that your immediate work area is safe and that you report all incidents and near misses.
• Comply to all health, safety and environmental rules and requirements as set by the Company.

Sustainability Goals:

• Acquaint yourself with the sustainability targets and goals as set by the Company from time to time.
• Support the Company in achieving the targets and goals.

Education and Experience:

• Beginner experience required in drafting, reviewing, and managing procurement contracts.
• Intermediate experience required in communication and negotiation with suppliers and internal stakeholders to achieve favourable terms and prices. The ability to analyse procurement data and make informed decisions to optimize procurement processes.
• Specialist experience required in procurement, purchasing, or supply chain management, and knowledge of procurement regulations.
• Preference will be given to candidates with a bachelor’s degree in business administration, Supply Chain Management, or related field.
• Proficiency in financial software (Pastel) and ERP systems; advanced Excel skills preferred.

Competence:

• Commitment
• Innovation
• Collaboration
• Integrity
• Procurement Knowledge
• Analytical Skills
• Communication Skills
• Negotiation Skills
• Supplier Relationship Management
• Attention to Detail
• Time Management
• Problem-Solving Ability
• Strategic Thinking
• Contract Management
• Compliance and Risk Management
• Financial Acumen
• Adaptability
• Ethical Conduct