Administrator (Stores)

**Overview**:
Report writing:
Compile data and send to manager for review (eg. overtime, staff welfare, PPE allocations, leading and lagging indicators)

Purchase orders:
Basic procurement of plant specific requirements (eg. visual manageme nt boards, any external staff functions)

Create new vendors

Load purchase requisition on systems

Liases with suppliers on delivery or special needs

Training users on purchase systems

Store withdrawals:
Load store requisitions on systems

Payroll sheet for shift employees:
Reconcile all clockcards with all shift operators

Check with team leaders for corrections

Send to manager for approval

Employee files:
Create new files and update existing files

Add all relevant training and notifications to employee files

Travel IT representative:
Sheduling and booking of any required travel on the OMNIA travel system

Sharepoint Document administration:
Publish documents

Prompt document review

Assist superintendents with ISO requirements and to close of NCRs

Update training matrix for employees

Update organogram as per employee movement

Ensure all legal documents are in order (eg. upto date and displayed in the dept) eg. policys, appointments, emergency procedures

**Qualifications**:

- Matric
- BCom advantageous
- Excellent computer skills (ERP, Excel, Word, PowerPoint)
- CIPS L4 advantageous
- OHSACT training advantageous
- ISO9001 training advantageous
- ISO45001 training advantageous

ISO14001 training advantageous

**Experience**:
3 years or more in a buyer’s assistant/administrative position in a manufacturing maintenance environment

**Duties**:

- Capture time-based purchase requisitions from quotes received from end users/suppliers.
- Ensure all the necessary, approved documentation is received (work orders, timesheets, equipment, financial dimensions etc.).
- Ensure no duplicate quotes are captured.
- Sending purchase requisitions for approval (checking for errors and resolving).
- Following up on approvals if necessary.
- Sending orders to suppliers and ensuring confirmation is received.
- Sending suppliers open order report every week.
- Expediting overdue orders (including sending procurement manager report and explaining delays).
- Handling queries from suppliers, end users and finance.
- Amending orders where required, only after ensuring changes are required.
- Sourcing of new suppliers.
- Supplier evaluations.
- Getting quotes for parts and services from end user requirements.
- Reporting all concerns to procurement manager.
- Assisting end users with ERP support where required.
- Stock takes.
- General admin.

Improvement initiatives and projects with efficiency and effectiveness as the goal.

**Job Competencies**:
Knowledge
- Advanced knowledge of Microsoft Office - especially Excel
- Competent working with ERP systems
- Knowledge of ISO9001 standard
- Knowledge of regulations pertaining to procurement - including the OHSACT

Core Behavioural Competencies
- Teamwork
- Work Standards
- Reliability - Key Requirement
- Motivation of Self and Others - Self Starter, Ability to work Independently
- Adaptability
- Problem-solving
- Integrity and Trust - High Level of Ethics and Compliance
- Communication Skills - Both oral and written - Key Requirement
- Planning and Organization
- Stress Tolerance
- Initiative
- Building Relationships
- Attention to Detail
- Mentoring

Functional/Technical Competency
- Effective Relationship Management
- Brand Knowledge
- Product Knowledge
- Conflict Management
- Root-cause Analysis
- Excellent Customer Service
- Negotiation Skills
- Good understanding of Maintenance Spares

Cross Functional Competency
- Collaboration

**General**:

- Excellent communication skills (verbal and written)
- Excellent interpersonal skills
- Attention to detail
- Highly ethical
- Team player plus ability to work alone and self-management
- Reliable and responsible
- Aspiration to study and develop