Procurement Coordinator

6 months ago

Benoni, South Africa H Systems (Pty) Ltd. Full time

**JOB PROFILE**

**JOB PURPOSE**
The purpose of the role is to provide administrative and coordination support, assisting with order calculation, order placement, vendor communication, and maintaining procurement records and documentation.

**KEY PERFORMANCE AREAS**
- Purchasing.
- Administration.
- Reporting.
- SHEQ Integrated Management System control.

**MAIN RESPONSIBILITIES**
- **PURCHASING**
- Calculate Distribution Centre (DC) Inter Branch Transfers:

- Calculations on quantities of stock to be transferred from the DC to other branches according to stock shortages.
- Administer local buy-out stock orders for the company, including:

- Prepare local orders according to procurement data sheets.
- Source local buy-out stock from approved suppliers ensuring cost effectiveness.
- Create purchase orders for local buy-out stock as required.
- Place top-up stock orders with suppliers as required and ensure timeous delivery.
- Follow up on local buy-out orders with suppliers as required, within lead time requirements.
- Prepare local and international hardware orders according to purchasing data sheets for final approval by Procurement Manager.
- Prepare clearing instructions for import orders:

- Ensure all import / Export information is correct.
- Check Tarif headings for accuracy.
- Ensure all shipments are adequately insured in transit.
- Ensure correct delivery address.
- Generate purchase orders (PO’s) of approved procurement stock purchases on SAGE.
- Post Receiving of stock items (GRV) on SAGE for all containers received, upon completion of checks by warehouse.
- Administer local buy-out stock orders for the company, including:

- Prepare local orders according to procurement data sheets.
- Source local buy-out stock from approved suppliers ensuring cost effectiveness.
- Create purchase orders for local buy-out stock as required.
- Place top-up stock orders with suppliers as required and ensure timeous delivery.
- Follow up on local buy-out orders with suppliers as required, within lead time requirements.
- Update and verify branch stock levels recon weekly.
- Verify shortages in branch stock levels.
- Manage branch stock requests and escalate stock outs as required.
- Redistribute stock on IBT schedule or on Branch Sales Order, if applicable.
- Split container stock as planned by Procurement Manager.
- Administer Return to supplier (RTS) on SAGE.
- Process RTS if incorrect stock is delivered from supplier.
- Process RTS if stock is short delivered from supplier.
- Process RTS if there are price discrepancies.
- Send processed RTS to supplier and request matching documentation.
- **ADMINISTRATION**
- SAGE inventory maintenance.
- Code / description maintenance (ZZ / In active items/)
- Bill of material maintenance (BOM’s)
- Upload pricing into SAGE when required.
- Maintenance of groupings of inventory categories.
- Assist with supplier audits.
- Ensure import documents are accurate, compliant, and valid.
- Assist with optimising inventory costing by undertaking price negotiations with suppliers for competitive rates.
- **REPORTING**
- Produce reports and statistics monthly.
- Container Weight schedule.
- Die recon schedule.
- Ad Hoc procurement reports as required.
- **SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL**
- Ensure adherence to the OHS Act.
- Take reasonable care for the health and safety of themselves of other persons.
- Co-operate with the employer to enable prescribed duties or requirements to be complied with.
- Carry out any lawful order given and obey the health and safety rules and procedures.
- Report any unsafe or unhealthy situation to the employer.
- Report any incident to the employer.
- Comply with health and safety processes.
- Participate in any Integrated Management System activities as required.
- Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
- Ensure adherence to all company policies and procedures.
- Always maintain a high level of customer service levels standards.

**KEY JOB REQUIREMENTS**

**QUALIFICATIONS**
Grade 12 with at least 1 or 2 additional short course certifications.

**EXPERIENCE**
- 1+ years’ experience in a similar position, within the aluminium industry or similar.
- 5 years’ experience in an administration field.

**KN**OWLEDGE REQUIREMENTS**
- Understanding the basics of procurement processes, including requisitions, purchase orders and procurement documentation.
- Knowledge and understanding of applicable laws, regulations, and ethical norms related to procurement.
- Awareness and understanding of the ISO Standard requirements relevant to the position.

**SKILL REQUIREMENTS**
- Computer literacy with Proficiency in MS Excel at an intermediate level.
- Proficient in SAGE Evolution at an intermediate level.
- Strong attention to detail as precision is crucial when dealing with purchase orders, invoices, contracts, and other procurement-related documents to avoid errors.
- Outstanding pro

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