Procurement and Fleet Administrator

3 weeks ago

Rosebank, South Africa Re-Action Consulting (Pty) Ltd Full time

Re-Action Consulting is looking to hire a **Procurement and Fleet Administrator** to join the Finance Team in Rosebank, Johannesburg on a fixed-term contract.

Re-Action is a social purpose enterprise that is strongly involved in the healthcare sector and Covid-19 Vaccination projects. Re-Action stands for Responsible Action in Wellbeing and Regeneration.

The Procurement and Fleet Administrator will be responsible for the following:
**A)** **Procurement**

1. Initiating the Procurement Task.

When there is a new procurement request, the administrator should be assigned so they can kick off the procurement project. This includes getting the initial stakeholders together to understand the scope and objectives for the procurement, and to discuss high-level expectations and timelines for the project.

2. Creating the Procurement Plan.

Establishing a comprehensive procurement plan is an important role the administrator plays to define expectations and align stakeholders. An effective procurement plan covers not only the process for procuring the goods, technology, or services but also the post-procurement activities required to effectively transition into the business operations. The transition plan may not come until after a vendor/solution is selected, but it’s a critical part of the overall success of the project as that’s where the rubber hits the road.

3. Coordinating Internal Stakeholders.

Large, complex procurements nearly always have many internal stakeholders.

This starts with the person who initiated the procurement and the personnel who will actually use the product or service, as well as other stakeholders from information technology, information security, compliance, legal, and finance. The administrator’s role is to ensure that all relevant stakeholder groups have been identified and that they are engaged at the appropriate times throughout the procurement process.

4. Coordinating Vendors.

In addition to coordinating your internal stakeholders, your vendors need coordination too. Multiple vendors may be involved during the procurement process, and each vendor may have multiple personnel involved. The Administrator’s role is to ensure each vendor has identified their own project manager who will serve as the single point of contact throughout the procurement and to coordinate with those personnel to schedule meetings/demos, obtain proposals, get questions answered, and facilitate the contracting process.

5. Communicating Responsibilities and Updates.

6. Supporting Implementation and Transition.

Once the procurement is complete and a contract has been signed with a vendor, the Administrator plays a critical role in supporting the person who requests the procurement during the implementation of the project and, ultimately, transitioning the product/services into operations. The Administrator assumes many of the same responsibilities as during the procurement process such as planning, coordination, and communication, but is now focused on the implementation of the solution rather than the selection of the vendor. The Administrator also provides a bridge between the procurement process and the implementation process, ensuring that there is a continuity of knowledge and expectations throughout the entire cycle.

7. Documentation and record keeping

The administrator is responsible for maintain a proper paper trail throughout the procurement and implementation process, ensuring that all approvals and decisions and adequately recorded. All necessary documents obtained and provided to finance for payment to take place.

Types of Procurement
- Accommodation
- Car Hire and travel
- Uniforms
- Medical supplies etc, gloves, masks, syringes, needles etc
- Marketing and promotional material
- Assets - computers, vehicles etc.

**B)** **Fleet Management**

1. Activities and Log Administration
- Administer day to day fleet activities including incident reporting, license plate and registration renewals, new driver on-boarding, vehicle dispositions, replacements of vehicle purchases and vehicle scheduling
- Work closely with fleet administration provider(s) and related outside vendors and service providers including vehicle dealers
- Responsible for vehicle maintenance running program
- Administer and analyse fleet data from all relevant sources and prepare related reports and analysis used for decision making, management reporting and vehicle negotiation decisions
- Based on analysis performed, make recommendations for corporate process improvements
- Monitor vehicle GPS
- Oversee and schedule vehicle inspection, maintenance, and servicing to minimize downtime
- Maintain all vehicle information and inspection records
- Develop functional, profit-maximizing driver schedules and routes
- Ensure that drivers follow their designated working hours
- Manage drivers’ attendance and behavior
- Securely store driver records
- Reduce unnecessary expenses and increase fuel efficiency
- Guarantee excellent

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