Procurement Specialist | Operational Services at RCL Foods

Job Description

To support the Sourcing Manager to strategically source, negotiate, manage and evaluate Group contracts within the specific category ensuring that Business needs are met and the best value is negotiated for and received by the Group.

Minimum Requirements    

• Degree in commerce/finance, supply chain management or a related field
• 3-5 years’ experience within a sourcing and commercial management environment
• Demonstrated knowledge of economic indicators, cost drivers and cost analysis
• Demonstrated experience in project management
• Confidence to interact and work in cross functional teams
• Key Categories being managed include but are not limited to Temporary Employment Services (TES), Security Services, Pallets, Tyres, Laboratory Services, Waste Management, Chemicals, Facilities Management and Business Services, etc.

Duties & Responsibilities    

Strategic Support

• Within the assigned category of spend, have responsibility for understanding the category strategy and plans, working with the Sourcing Manager to deliver category analysis, sourcing exercises and general reviews of spend.
• Develop short, mid and long-term strategies for the various sub-categories
• ensuring delivery at the most competitive cost.
• Partner with the Business, senior stakeholders and consumers of services to determine requirements and apply professional sourcing and category management methodologies such as vendor rationalization, utilizing technology and flexible solutions to enhance user experience and minimize financial impact.
• Collaborate with site-based buyers to ensure Group strategies and policies are applied locally, to assess opportunities, and to drive performance improvements.
• Proactively drive regular engagement with the Business regarding its immediate and longer-term category procurement requirements and the extent to which these are being met.

Operational Management

• Forecast likely levels of demand for services and/ or goods.
• Determine preliminary specifications, existing and potential suppliers, timing of the product and service requirements and measure which determine success vs. failure for the internal business client.
• Coordinate appropriate methods needed to distribute products and/or services in a cost effective manner.
• Ensure that the products and/or services are delivered on schedule, at the negotiated price, and meet the quality standards of the Business.
• Actively monitor the suppliers being used within P2P ensuring orders are placed with preferred suppliers and under negotiated contracts.
• Where common items are purchased across the Group or a supplier is used frequently, negotiate supply agreement to obtain best price and value for the Group.
• Source new items and suppliers based on the specifications provided by the Business by researching the supplier market place, and obtaining samples for testing by requesting Functions.
• Produce reports and present information to relevant Functions to highlight potential sourcing or saving opportunities and update the Sourcing Manager on actions where applicable.
• Produce management information on activity within the P2P system to monitor and manage the frequency, value and volume of spend over monthly periods.
• Highlight and communicate compliance issues relating to adherence to the

Group procurement policies

• Actively monitor and facilitate the update of price lists for goods and services in the catalogues within the P2P system within the assigned category of spend. 
• Review and analyze all requests for new contracts and recommend their approval to the Sourcing Manager if the supplier is financially and ethically sound and there is a valid reason for introducing a new contract.
• Coordinate monthly supplier performance reviews for key suppliers within the assigned category of spend, compiling data and information on performance to support the reviews.
• Ensure system data is maintained and manage the effective generation and communication of procurement metrics.
• Contribute to Group Sourcing Savings Targets by working on new projects as well as contract extensions & renegotiations.
• Achieve Contract Spend Targets in both SAP and Syspro ERP systems.
• Ensure Top Spend Categories are covered by Category Strategies.

Legal Expertise

• Ability to independently draft service and supply legal agreements for the Group.
• Thorough understanding of the contract management process, i.e engage with the business to identify and define the scope of work, update the schedule of prices and payment terms, define the service levels, price escalation clauses, etc. 
• Address and resolve contract amendments to the standard legal terms and conditions, prepare risk assessments for limitation of liability, etc.in conjunction with Group Legal.
• Ability to hold the Supplier accountable for non-conformances/ deviation from performing the services and supply of goods as stipulated in the contract through remediation or notice of termination where relevant.

Tender/ RFQ Management

• Manage the administrative aspects of tenders/ RFQ’s for Group contracts in the specific category.
• Prepare tenders/ RFQ’s and compile tender analysis/ evaluation schedules using electronic tender systems, i.e, Coupa software.

Market Analysis and Forecasting

• Evaluate market conditions in order to develop sourcing strategies, maintain/ improve quality and influence cost controls.
• Effectively communicate with internal cross functional teams on the current and future status of products and services markets.
• Research potential and current suppliers to keep abreast of market/ procurement conditions, new technology and makes recommendations to improve supplier base and/or purchasing method.
• Forecast price trends and their impact on future activities using appropriate market information and forecasting tools.

Supplier Relationship Management (SRM)

• Report & Evaluation of key top 25 suppliers performance against SLAs, their BBBEE rating and review of their financial risk
• Evaluate and ensure potential suppliers are capable of meeting the specified requirements.
• Negotiate the lowest possible cost for the products and/or services balanced against the optimum quality and schedule needs.
• Monitor Supplier performance against SLA’s.

Technical Expertise

• Provide ongoing advice and support on best practice to ensure continuous improvement in category contract sourcing and vendor management
• Develop specialist knowledge on assigned category and identify
• opportunities to deliver best value solutions and make recommendations on preferred strategies to the Sourcing Manager.

SAP Enablement

• Work with the master data team to ensure the SAP master data related to the procurement category is accurate and up to date
• Arrange for all new catalogues and suppliers to be promptly loaded on the SAP system.

SHEQ and Sustainability Management

• Administer all documentation relevant to category quality assurance and conformanc
• Update and maintain the approved category supplier list for the Group

Team Coordination

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning, prioritizing and self- development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Champion training and development of self through utilizing available training opportunities or contributing to the development of new training solutions relating to product costing in collaboration with national training specialists.