Procurement Jobs at First Technology

Role Purpose

• The Procurement Administrator is responsible for the accurate and timely processing of high-volume procurement transactions within a fast-paced, deadline-driven environment. The role ensures efficient procurement operations through the effective management of purchase orders, stock receipting, invoice processing, dispatch documentation, and procurement-related queries.
• The incumbent will play a critical role in maintaining stock integrity, supporting operational efficiency, and ensuring compliance with internal procedures and approval controls while delivering exceptional service to internal stakeholders, suppliers, and customers.

Key Responsibilities
Procurement Administration

• Process purchase orders (POs) accurately and timeously in accordance with approved sales orders and company procedures.
• Monitor, amend, cancel, and resolve purchase order and sales order discrepancies as required.
• Ensure procurement transactions are processed within agreed service level timeframes.
• Manage a high volume of daily transactions, queries, and follow-ups while maintaining processing accuracy.

Stock and Inventory Management

• Receipt stock accurately into the ERP system upon receipt of goods.
• Ensure system records maintain correct alignment between:
• Open Orders (OE)
• Purchase Orders (PO)
• Sales Orders (SO)
• Stock on Hand (SOH)
• Assist with stock reconciliations, stock takes, and variance investigations.
• Follow up on backorders, stock discrepancies, and inventory-related queries.

Invoice and Dispatch Processing

• Process supplier invoices accurately and within required timelines.
• Generate and process dispatch documentation.
• Ensure all procurement and dispatch documentation complies with company procedures and audit requirements.
• Resolve invoice discrepancies and escalate unresolved matters where necessary.

Supplier and Stakeholder Support

• Liaise with suppliers regarding:
• Backorders
• Proof of Deliveries (PODs)
• Delivery delays
• Stock shortages
• Procurement queries
• Assist Accounts Payable with invoice and supplier-related queries.
• Support internal stakeholders with procurement, stock, and order-related requests.

Process Compliance and Continuous Improvement

• Adhere to company procurement policies, approval controls, and operational procedures.
• Develop a thorough understanding of the end-to-end procurement and order fulfilment process.
• Identify process inefficiencies and raise improvement opportunities.
• Escalate unresolved stock, supplier, system, or invoice discrepancies to management in a timely manner.

Minimum Requirements
Qualifications

• Grade 12 / National Senior Certificate (Essential)
• Certificate or Diploma in Supply Chain Management, Procurement, Logistics, Business Administration, or a related field (Advantageous)

Experience

• 2-3 years' experience in a procurement, purchasing, inventory, logistics, or supply chain administration role.
• Experience processing high volumes of transactions in a fast-paced environment.
• Previous experience working with ERP systems.
• Experience within the IT, technology, distribution, or product procurement environment would be advantageous.

Technical Knowledge

• Procurement and purchasing administration.
• Stock control and inventory processes.
• Invoice processing and dispatch administration.
• ERP systems such as Sage CRM, Sage Accpac, Sage Evolution, SAP, Syspro, or similar.
• Microsoft Office Suite, particularly Excel.

Competencies
Technical Competencies

• Procurement administration
• Purchase order processing
• Inventory management
• Stock reconciliation
• Invoice processing
• ERP system proficiency
• Data capturing and administration
• Reporting and documentation management

Behavioural Competencies

• Strong attention to detail
• High level of accuracy
• Effective time management
• Ability to prioritise competing demands
• Strong organisational skills
• Problem-solving ability
• Accountability and ownership
• Teamwork and collaboration
• Ability to work independently
• Resilience under pressure
• Customer service orientation

Key Performance Indicators (KPIs)
Procurement Processing

• Purchase orders processed accurately and within agreed turnaround times.
• Minimal procurement transaction errors requiring correction.
• Procurement queries resolved within agreed service levels.

Inventory Accuracy

• Accurate stock receipting and inventory updates.
• Minimal stock variances attributable to processing errors.
• Timely resolution of stock discrepancies and backorders.

Invoice and Documentation Accuracy

• Supplier invoices processed accurately and timeously.
• Dispatch documentation completed without errors.
• Compliance with company approval and audit requirements.

Operational Efficiency

• Effective management of workload and processing deadlines.
• Timely escalation of unresolved issues.
• Contribution to continuous improvement initiatives and process efficiencies.

Preferred Knowledge and Industry Exposure

• IT hardware, software, and enterprise product knowledge.
• Distribution and wholesale operations.
• Logistics and supply chain processes.
• Technology procurement environments.

Success Profile

• The successful candidate will be highly organised, detail-oriented, and capable of managing multiple priorities in a high-volume processing environment. They will demonstrate strong administrative and system processing abilities, maintain exceptional accuracy under pressure, and contribute positively to the efficiency of First Technology National's procurement and operational functions.

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About the Role

• First Technology National is seeking an experienced and highly organised Procurement Administration Manager to lead and manage our Procurement Administration function.
• This role is responsible for overseeing the end-to-end procurement administration process, ensuring purchasing activities, order processing, supplier administration, stock management, and operational workflows are executed efficiently, accurately, and in accordance with company policies and service standards.
• The successful candidate will demonstrate strong leadership capabilities, exceptional attention to detail, and proven experience managing procurement administration teams in a fast-paced, high-volume environment.

Key Responsibilities
Procurement & Operational Management

• Manage the end-to-end procurement administration process.
• Ensure purchase orders are processed accurately and within agreed service levels.
• Ensure orders are invoiced and dispatched accurately and timeously.
• Monitor and maintain the accuracy of procurement records and related documentation.
• Ensure system integrity and alignment between Open Orders (OE), Purchase Orders (PO), and Stock on Hand (SOH).
• Investigate and approve credit note requests.
• Review and approve large-value or special-instruction orders.
• Authorise COD payment requests in line with company procedures.
• Conduct quarterly stock takes and ad hoc stock spot checks as required.
• Monitor procurement and operational processes and identify opportunities for continuous improvement.

Team Leadership & People Management

• Lead, coach, mentor, and develop the Procurement Administration team.
• Supervise daily procurement operations and driver activities.
• Allocate workloads and monitor team performance against service standards.
• Establish clear performance expectations and departmental objectives.
• Conduct regular one-on-one meetings, performance discussions, and coaching sessions.
• Promote a culture of accountability, collaboration, and continuous improvement.
• Provide training on procurement systems, policies, and procedures.
• Escalate operational, resource, and performance risks to the Operations Manager with recommended solutions.

Stakeholder & Supplier Management

• Build and maintain strong relationships with suppliers, distributors, vendors, and internal stakeholders.
• Manage and resolve procurement, logistics, supplier, and order-related escalations.
• Collaborate with Sales, Warehouse, Finance, and Accounts Payable teams to resolve operational challenges.
• Support the Accounts Payable team with supplier payment queries and escalations.
• Ensure a high standard of service delivery across all procurement administration activities.

Reporting & Compliance

• Analyse procurement processes and identify trends, risks, and improvement opportunities.
• Ensure adherence to procurement policies, procedures, and approval controls.
• Produce accurate operational reports and procurement-related information when required.
• Maintain compliance with internal controls and audit requirements.

Minimum Requirements
Qualifications

• Grade 12 / Matric (Essential)
• Relevant qualification in Supply Chain Management, Procurement, Logistics, Business Administration, or a related field (Advantageous)

Experience

• Minimum 5 years' experience in procurement, purchasing, supply chain, or procurement administration.
• Minimum 2-3 years' experience managing a procurement administration team.
• Proven experience within a high-volume, deadline-driven operational environment.
• Experience managing supplier relationships and procurement processes.

Technical Skills

• Experience working with ERP systems such as Sage CRM, Sage Accpac, SAP, Syspro, Evolution, or similar.
• Advanced Microsoft Office proficiency, particularly Excel.
• Strong reporting, administrative, and analytical skills.
• Understanding of procurement, inventory, logistics, and supplier management processes.

Competencies

• Leadership and people management
• Procurement and supply chain administration
• Analytical thinking and problem-solving
• Attention to detail and accuracy
• Time management and prioritisation
• Team development and coaching
• Operational planning and coordination
• Stakeholder relationship management
• Decision-making and accountability
• Communication and interpersonal skills
• Process improvement and efficiency management

Desired Skills

• Procurement Administration
• Supply Chain Management
• Purchasing Management
• ERP Systems
• Sage Accpac
• Sage CRM
• Inventory Management
• Stock Control
• Vendor Management
• Team Leadership
• Logistics Coordination
• Operational Management
• Process Improvement
• Reporting and Analytics
• Stakeholder Management