Procurement Specialist

6 days ago

Stellenbosch, Western Cape, South Africa Status Staffing Full time
Job Description

We are seeking a highly skilled Procurement Officer to join our team at Status Staffing.

About the Role

This is an exciting opportunity for a motivated and organized individual to work in a dynamic environment, managing purchasing processes from start to finish.

Responsibilities
  • Create purchase orders within 24 hours of scheduled productions, adhering to SAGE requirements and ensuring timely communication with suppliers.
  • Purchase orders must be created with accurate pricing based on quotes or price lists before sending to suppliers.
  • Daily evaluate (scheduled runs vs purchase orders) requirements, maintaining and reviewing SAGE purchase orders to ensure seamless procurement processes.
  • Ensure delivery details, cancellations, and/or amendments to POs (quantity, dates, etc.) are always confirmed in writing and updated on sage within 24 hours.
  • Compiles and forwards a PO Listing to all Suppliers by Thursday weekly to obtain confirmation on delivery date, quantity, and price by Friday weekly.
  • All Confirmation dates are to be confirmed in writing.
  • Follow up with suppliers daily on missing confirmation dates, resolve short/oversupply, missed or late deliveries, other problems, and ensures closure of purchase orders accordingly.
  • Monitors stock holding of dry goods at suppliers and maintains and amends SAGE purchase orders to account for stock at supplier within 24 hours of information received.
  • Flags problems with timing of dry goods delivery dates at least 2 (two) weeks before the production commences.
  • Provides production team/P&P Manager with feedback of order status before or during production meetings three times a week.
  • Maintaining accurate purchase and pricing records.
Additional Responsibilities
  • Prepares, maintains, and reviews quality insurance certificates, reports, and price lists of suppliers.
  • Capturing of Deliveries on SAGE (Receipting) in absence of Procurement Clerk all updated by 11 am the following day.
  • Ensures Purchase Orders are updated with correct pricing prior to receipting and stamps delivery note as price checked.
  • Monitors quote sign offs, ensuring all quotes are signed and returned within 24 hours of receipt.
  • Ensures quote sign offs are within standard cost (unless approved by management/sales rep).
  • Informs Management in writing of any incorrect standard cost/price list on the Sage system within 24 hours.
  • Ensures all approved quotes are filed and kept on record.
  • Issue completed deviations were at least 72 hours prior to production.
  • Corrective Action Requests OWS:
    • Obtain CAR from Quality where required and liaise with supplier within 24 hours of complaint received.
    • Arrange collection of QC rejected sample within 24 hours of CAR being raised.
    • Arrange collection of QC rejected stock within 48 hours of CAR being raised.
    • Obtain credit note of QC rejected stock within 7 days of QC stock being uplifted.
    • Obtain Root Cause and Loop Closure on all CARs within 7 days of CAR being raised.
    • Raise claims where required within 24 hours of CAR being sent to Supplier.
  • Raise claims within 24 hours of notification of rework/downtime caused by supplier.
  • Responds to customer and supplier inquiries about order status, changes, or cancellations within 24 hours.
  • Monthly follow-up with suppliers to get confirmation of stock levels and aged stock expected to come in by the end of the month, no later than the 15th of each month.
  • Notify Dry Goods of stock which must be delivered, due to call-off expiry, 3 days before the date the stock needs to arrive (for storage allocation).
  • Track and report key performance indicators to reduce expenses and improve effectiveness by way of root cause and loop closure.
  • Manage department expenditure within budget guidelines.
  • Preparing budgets, cost analyses, and reports.
  • Support creditors function by investigating and actioning supplier invoice queries promptly.
  • Monthly update of Service Level Agreement and Key Performance Indicators with other departments.
  • Liaison with finance on unresolved issues and queries.
  • Assistance with Ad hoc duties within Procurement team.
Requirements
  • Matric
  • Post Matric qualification in accounting, business management, or a related field.
  • Minimum of 3 years experience in purchasing role preferably within a FMCG environment.
  • Work accurately, meticulously, and with high attention to detail.
  • Excellent organizational, planning, and time management skills.
  • Fluent verbal and written English communication skills.
  • Excellent decision-making skills.
  • Ability to work under pressure and meet deadlines.
  • Ability to multitask and prioritize.
  • Goal and target driven.
  • Effective listening skills.
  • Good follow-up skills.
  • Strong administration skills.
  • Computer literate (MS Office).
  • SAGE Knowledge.
  • A good understanding of Supply Chain processes.
  • Strong Numerical skills.
  • Problem-solving.
  • Dynamic, high-energy levels, and drive.
  • Strong team player, but also have the ability to work independently.
  • Professional and confident communicator.
  • Be patient, tactful, diplomatic, and approachable.
  • Customer service orientated.
  • Ability to analyze and resolve problems.
  • Ability to deal with change and ambiguity.
Working Hours

Monday to Friday: 08:00 - 17:00

BASIC SALARY: R150,000 - R200,000 per annum, depending on experience.

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