Admin Officer: Procurement

7 months ago

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

**JOB PROFILE**

**JOB PURPOSE**
The core purpose of the role is to provide administrative support to the Procurement Department and assume responsibility for all internal administration of the division.

**KEY PERFORMANCE AREAS**
- Administration
- ERP System maintenance
- SHEQ Integrated Management System control

**MAIN RESPONSIBILITIES**
- **ADMINISTRATION**
- Generating 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.
- Assist with Distribution Centre (DC) Inter Branch Transfers:

- Assist with IBT calculation and communication where required.
- Create Inter Branch schedule for the Distribution Centre for submission to branches monthly.
- Follow up and assist DC with planning of schedule and communication to branches.
- Complete general administration duties as required by the needs of the division.
- Submit all import documentation to the banking institution.
- Filing.
- Archiving of historic documents.
- Data capturing. (Including punch tool spreadsheet update)
- Maintenance on Inventory management system.
- Track / trace and supplier follow up:

- Follow up on local buy-out orders with suppliers as required, within lead time requirements.
- Generate and action overdue purchase order report weekly.
- Assist with supplier communication on urgent requests and back-order lead times - feedback to procurement and branches where needed.
- Action and follow up on Branch powder coating of stock in the DC as per spreadsheet received from Procurement Manager.
- **ERP SYSTEM MAINTENANCE**
- Ensure ERP system maintenance of all inventories.
- Code maintenance as instructed.
- Pricing updates as required.
- Sage additional field completion / maintenance.
- Supplier linking and supplier code completion and maintenance (UDFs) (Weights / Estimation short codes / Colour / Box quantities / Suppliers / Length).
- Product images.
- Maintenance of groupings of inventory categories.
- **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**
- Relevant experience in a similar position.
- Relevant experience in an administration field.

**KNOWLEDGE REQUIREMENTS**
- Understanding the basics of procurement processes, including requisitions, purchase orders and procurement documentation.
- 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 / Pastel 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.
- Excellent organizational and time management abilities to prioritize tasks and meet deadlines.

**DISTINCTIVE COMPETENCES FOR POSITION**
- Ensures that matters are handled in an orderly and accurate manner from start to finish.
- Has high quality standards for their own work.
- Maintains an even performance under pressure.
- Remains focused on results when other things interfere.
- Finishes the job in time.
- Sets priorities.
- Adapts to the prevailing culture.
- Effectively stands up for their own opinion.
- Adjusts priorities when circumstances require.

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