Procurement Officer

7 months ago

Pretoria, South Africa Carlysle Full time

**Gauteng**, Tshwane (Pretoria)**

**Monthly Cost To Company (Market related, Negotiable)**

Our client based in Irene, is looking for a Procurement Officer to join their head office based team.

You will be responsible for managing the end-to-end procurement process, locally as well as Internationally, ensuring the timely and efficient acquisition of goods and services necessary for our projects.

Your role will involve obtaining competitive quotes, building and maintaining supplier relationships, processing purchase orders, monitoring delivery schedules, tracking warranties and guarantees, responding to order queries, managing invoices, overseeing payment processes, ensuring product quality standards are met, handling asset acquisition, tracking, and disposal and providing comprehensive reports to the management team. Your attention to detail, strong organizational skills, and ability to work collaboratively with internal teams and external suppliers will be critical to success in this role.

**Education & Experience (minimum requirements to perform the job)**:

- School : Grade 12 Certificate
- Post School : Diploma or Degree in business administration/ procurement/purchasing/ supply chain or related field
- Experience : At least 5 years related experience
- Job Related : MS Office (advanced in PowerPoint, excel, MS word and Microsoft outlook) and Sage evolution

**Main Duties & Responsibilities**:
**1. Procurement**:

- Conduct market research and identify potential suppliers, products, and services that meet the company's procurement requirements.
- Develop and maintain strong relationships with suppliers, negotiating contracts, terms, and conditions to achieve favorable pricing and service agreements.
- Ensure that the procurement policy is adhered to with regards to all aspects.
- Ensure that authority’s framework is adhered to with regards to all aspects.
- Manage documents (electronics and hard copies) in accordance with systems requirements.
- Document preparation for International Imports and Exports and adherence to relevant regulations.
- Adherence to Regulations for importing / exporting of dangerous / toxic goods.
- Request approval for exceptions before generating purchase orders.
- Ensure that 3 quotation exceptions (due to urgency/ when necessary) are recorded as exceptions and updated.
- Create purchase requisitions for approval.
- Create purchase orders (PO’s) on sage system and send approved POs to managers.
- Resolve purchase orders queries as and when required.
- Ensure all purchases of any order are prepared with the required and relevant credentials of each supplier.
- Maintain accurate and up-to-date procurement records, including supplier details, purchase orders, invoices, and delivery notes and update supplier database regularly.
- Monitor and track estimated delivery times, proactively addressing any delays or issues to ensure timely receipt of goods and services.
- Manage warranties and guarantees for purchased items, ensuring documentation is obtained, organized, and tracked for future reference.
- Negotiate stock prices for requirements as and when necessary.
- Collaborate with the finance department to ensure timely and accurate payment processing for invoices, verifying alignment with purchase orders and contract terms
- Generate and provide reports to management on procurement activities, calls and mailboxes.
- Issue delivery notes or receipts upon receipt of goods, confirming quantity, quality, and condition of products purchased.
- Conduct quality checks on received goods, ensuring they meet established standards and specifications.
- Collect and provide procurement information for auditing purposes.
- Build and maintain professional relationships with customers/stakeholders.
- Provide administrative support as and when required.
- Ensure efficient planning and implementation when performing tasks and duties.
- Present the departmental reports in such a manner that they can be compiled correctly and submitted on time.
- Issue of stock and stock keeping.
- Record keeping of stock received, issued and on hand and ensure these records are updated monthly.
- File all documents and forms as per company policies and procedures.
- Comply with health and safety policies and procedures.
- Assistance with office management (day-to-day reporting).

**2. Asset Management and Control**:

- Maintain accurate records of all company assets, including details such as asset type, description, location, condition, and relevant documentation (e.g., warranties, licenses).
- Update Asset Management system timeously
- Conduct regular asset inventories and audits to verify asset accuracy, identify discrepancies, and reconcile any issues.
- Monitor asset utilization and performance, ensuring assets are allocated efficiently and maintained in good working condition.
- Coordinate the disposal of obsolete or surplus assets, following established procedures and regulations.
- Collaborate with t

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