Procurement Assistant

5 months ago

Sandton, South Africa Veritas Engineering and Project Management Full time

**MAIN PURPOSE OF JOB**

To provide general support to the Procurement department and ensure optimum procurement in a timeous and consistent manner in line with the Veritas Procurement strategy.

**MINIMUM REQUIREMENTS**
- Matric plus relevant National Diploma in Procurement, Supply Chain Management, Purchasing, Logistics or a related field (NQF 6)
- 3 Years’ experience in a Procurement or Supply Chain Administrator or similar role.

**COMPETENCY REQUIREMENTS**

**Competencies (Knowledge, Skills, Behaviours and Technical Skills)**
- Effective verbal and written communication skills.
- Demonstrated proficiency in the relevant Microsoft Office suite.
- Knowledge of procurement processes, policies, and procedures.
- Good relationships with stakeholders and an energetic approach to work.
- Working knowledge of electrical products in the engineering industry is essential.
- Strong administration skills
- Detail and process orientated.
- Effective administration and organising skills.
- Sound analytical capability.
- Effective problem-solving skills.
- Ability to meet deadlines and work calmly under pressure.

**POSITION RESPONSIBILITIES - KPAs and KPIs**

**KEY PERFORMANCE AREAS**

**KPI / responsibilities / Objectives**

**Operational Service Delivery**
- Maintain a schedule of outstanding commitments and follow up with providers for invoices and advise monthly on accruals.
- Ensure prompt payment of invoices for service providers.
- Attend to service provider queries on invoice payments.
- Attend to the process of urgent payments especially prepayments.
- Provide administrative support regarding the procurement of goods and services including the sending of specifications and bid documents, placement of advertisements, receipt of quotations etc.
- Assist with stakeholder communication and liaison where required.
- Maintain and update relevant databases for the Procurement department.
- Provide specific procurement assistance and expertise on longer term projects that do not have clear conclusion dates.
- Execute ad hoc duties as requested by the Procurement department.
- Provide information in response to routine enquiries relating to procurement matters.
- Collate information regarding awarded contracts and capture the relevant information as per Procurement guidelines.
- Ensure that information is collected and that accurate Procurement reports are sent to stakeholders on a monthly basis.
- Update the existing preferred provider database for Manager sign off.
- Verify that all Procurement details are aligned to approved Veritas requirements.
- Follow up with suppliers who have forwarded incomplete information.
- Inform the successful providers of their inclusion in the preferred provider database.
- Arrange meetings with service providers and inform them of Veritas requirements.
- Assist with drafting relevant adverts to register new suppliers on to the database as per Procurement protocols.
- Perform photocopying, binding and filing of bid documents as required.
- Capture Request for Purchase (RFP) as per Procurement processes and once approved confirm order number with suppliers.
- Monitor the delivery of the goods and services and keep the users informed.
- Ensure that delegations of authority are adhered to in terms of the Procurement process.

**Stakeholder** **Management**
- Identify and mitigate internal systems and procedural barriers to enhance excellent customer service.
- Build and maintain effective internal and external stakeholder relationships for the purpose of expectations management, knowledge sharing and integration, and to manage the organisation’s reputation.
- Provide for the creation and maintenance of mutually beneficial relationships with all relevant stakeholders by ensuring that all partner obligations are met, and expectations exceeded.
- Represent and participate in the organisation’s committees and task teams when required.
- Attend meetings and present findings and business cases to relevant stakeholders when required.
- Investigate and resolve operational complaints through timeous resolution and/or escalation as required.

**Risk Management**
- Monitor changes in the regulatory environment and ensure that appropriate operational controls are implemented to address new requirements within scope of control.
- Support and provide evidence to all internal and external audit requirements.
- Ensure adherence to all relevant laws, policies and Standard Operating Procedures within scope of control.

**Living the Veritas Values**
- Always looking out for our client’s best interest - Our entire business is based on this philosophy. We strive to optimize projects to the benefit of the Client’s business.
- Always safe - Health and safety is at the center of our business and we are committed to the highest standards. We respect all stakeholders on our projects including the communities in which we work.
- Uncompromising integrity - Integrity, honesty, truth, trust and reliabilit

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