Procurement Supervisor

**

**Main job functions**

To procure goods and services to meet business requirements.

HSEESH Management:

- Manage and maintain health, safety, and environment within the internal environment.
- Comply to Legislation as set out in the OSH Act and to organizational standards.
- Address workplace hazards and risks.
- Within scope of authority of the role, carry out all the employer’s lawful orders in the interest of health and safety, and report any unsafe acts or conditions
- Enforce all requirements of the standard operating procedures.

Quality & Food Safety:

- Comply to Legislation as set out in the Foodstuffs Disinfectants and Cosmetics Act and all other relevant Food legislation, regulations and organizational standards.
- Comply with requirements of the Integrated Management System.
- Refer to Food Safety Responsibilities and Authorities.

Financial Management:

- Ensure Procurement Compliance processes are followed to mitigate business risks.
- Monitor and control costs in area of responsibility.
- Protect company assets (working capital & fixed assets).
- Minimize waste and rework.
- Analyze, update, action Overdue Reports & LIFT system to ensure limited financial exposure.

Customer Relations:

- Liaise with a range of customers.

Supplier Relations:

- Develop and manage strategic supplier relationships to meet business objectives.
- Liaise with a range of suppliers.

Tenders:

- Co-ordinate the tender process as per business compliance.

Contracts, Lease Agreements & SLA's:

- Negotiate terms of contracts within agreed mandates (Spec., Pricing, Lead Times, Stockholding, etc.).
- Analyze and interpret contracts and make suitable recommendations.
- Implement contracts with service providers (decide on service provider, best service, pricing, etc.).
- Administer contract documentation (Filing, records, etc.).
- Provide support to the Contract owner for contract queries and disputes.
- Maintain and update contract database (Renewals, Terminations, and/or Tender process, as per Heads of Department, including Quarterly Spend, etc.).
- Maintain, monitor, and negotiate price increases with suppliers.

Vendor Management:

- Co-ordinate Vendor Evaluations Quarterly and Annually for all Vendors.
- Source BBBEE vendors.
- Keep updated with market conditions and notify relevant customers of potential risks with vendors of goods and services (Shortages, stock-outs, industrial action, etc.).
- Investigate alternative vendors as required (domestic and foreign).
- Obtain credit approval from new Vendor and request creation of new vendors.
- Maintain and update the approved vendor database (vendor information and/or changes, Code of Business Conduct, BBBEE Certificates, etc.).

Orders:

- Create and process orders
- Expedite overdue orders and follow-up on incomplete deliveries
- Verify Purchase Requisitions against Quotations (Prices, quantities, delivery dates, etc.) and investigate discrepancies
- Investigate discrepancies between Purchase Orders, Delivery Notes and Invoices

Risk Management:

- Identify business risk and document on the risk register.
- Implement mitigating factors for all risks identified.
- Test risk register for effectiveness.

Capex:

- Create and process CAPEX orders.
- Maintain and update the CAPEX orders and CAPEX budget databases.
- Provide procurement administration support to projects.

Procurement Administration:

- Maintain and update pricing for stock materials.
- Negotiate & issue price amendment letter to vendors.
- Prepare and administer the quarterly pricing and sale of By-Product.
- Conduct general Procurement administration.
- Conduct internal procurement audits.

Reporting:

- Compile Procurement Reports.

Procurement Systems:

- Review, analyze and improve procurement systems and processes
- Project Management When required (Asset management/verification, Alignment with Policies, Electronic signatures, Online Procurement System).

People Supervision:

- Supervise work unit to achieve work unit objectives (individuals and teams).
- Plan, organize and monitor work in own area of responsibility.
- Communicate the unit results and achievements to the team.

Recruitment:

- Conduct probationary reviews.

Performance Management:

- Manage and report individual and team performance.

Industrial Relations:

- Ensure discipline is maintained in department (Absenteeism, Time Management, overtime, misconduct, etc.).
- Resolve grievances and disputes.

Training and Development:

- Conduct on-the-job training, assessment and coaching.

Functional Competencies:

- Procurement Process
- Systems Capability
- Contract Management
- Inventory, Warehouse & Logistic Management
- Vendor Management
- Policy Development, Enforcement & Compliance Assessment
- Organizational Awareness

Personal Effectiveness Competencies:

- Environment, Health & Safety Awareness
- Customer Focus
- Service Orientation
- Accountability (Dependability)
- Developing & Empowering People
- Decision Making & Proble