Procurement Coordinator

**JOB PROFILE**

**JOB PURPOSE**
This role is focused on providing administrative and coordination support for procurement processes. Key responsibilities include managing local supplier purchases to ensure effective stock procurement, overseeing inventory balance and distribution between branches and the distribution centre, and fostering supplier relationships through effective communication. The role also involves assisting with inbound logistics, supply chain operations, and customs clearance. Maintaining accurate procurement records and documentation is essential to ensure compliance and support overall operational efficiency.

**KEY PERFORMANCE AREAS**
- Purchasing.
- Administration.
- Reporting.
- SHEQ Integrated Management System control.

**MAIN RESPONSIBILITIES**
- **PURCHASING**
- Calculate Distribution Centre (DC) Inter Branch Transfers:

- Calculate and determine the required stock quantities to be transferred from the DC to other branches based on stock shortages.
- Communicate the transfer quantities to the branches and ensure the final numbers are aligned with the IBT schedule at the DC.
- If stock is unavailable in the DC, source low-level inventory from an approved local supplier.
- Administer local buy-out stock orders for the company, including:

- Prepare local orders according to procurement data sheets.
- Source local buy-out stock from approved suppliers ensuring cost effectiveness.
- Create purchase orders for local buy-out stock as required.
- Place top-up stock orders with suppliers as required and ensure timeous delivery.
- Follow up on local buy-out orders with suppliers as required, within lead time requirements.
- Prepare local and international hardware orders according to purchasing data sheets for final approval by Procurement Manager.
- Upon approval, create, process, and track purchase orders (POs) to ensure timely and accurate delivery.
- Assist in securing and tracking cost-effective transport (shipping) from the origin to the destination.
- Coordinate with freight forwarders and internal teams to confirm order details and delivery timelines, ensuring telex releases and arrival notices are received and handed over to clearing agents.
- Monitor the progress of orders to ensure goods or services are delivered on time.
- Follow up with suppliers and logistics teams to resolve any delays or issues affecting deliveries.
- Prepare clearing instructions for import orders:

- Ensure all import / Export information is correct.
- Check Tarif headings for accuracy.
- Ensure all shipments are adequately insured in transit.
- Ensure correct delivery address.
- Generate purchase orders (PO’s) of approved procurement stock purchases on SAGE.
- Ensure purchase orders (POs) are accurately documented, properly approved, and correctly matched with invoices upon receipt.
- Post Receiving of stock items (GRV) on SAGE for all containers received, upon completion of checks by warehouse.
- Update and verify branch stock levels recon weekly.
- Identify and verify any shortages in branch stock levels.
- Manage branch stock requests, escalate stockouts as necessary, and collaborate with internal departments to ensure timely replenishment from approved local suppliers.
- Redistribute stock according to the IBT schedule or based on Branch Sales Orders, as applicable.
- Split and allocate container stock as per the plan set by the Procurement Manager.
- Administer Return to supplier (RTS) on SAGE.
- Process RTS if incorrect stock is delivered from supplier.
- Process RTS if stock is short delivered from supplier.
- Process RTS if there are price discrepancies.
- Send processed RTS to supplier and request matching documentation.
- **ADMINISTRATION**
- SAGE inventory maintenance.
- Code / description maintenance (ZZ / In active items/)
- Bill of material maintenance (BOM’s)
- Upload pricing into SAGE when required.
- Evaluate and complete maintenance of groupings of inventory categories.
- Supplier communication.
- Assist in communicating order requirements, expected delivery dates, and any modifications to existing orders.
- Help resolve issues such as delivery delays, incorrect orders, quality concerns, or product discrepancies.
- Support the maintenance of strong relationships with suppliers and vendors by providing essential information and addressing issues promptly.
- Gather and update supplier/vendor contact details and terms of agreement.
- Assist with supplier audits.
- Ensure import documents are accurate, compliant, and valid.
- Assist with optimising inventory costing by undertaking price negotiations with suppliers for competitive rates.
- **REPORTING**
- Produce reports and statistics monthly.
- Die recon schedule.
- Supplier lead time report.
- Ad Hoc procurement reports as required.
- **SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL**
- Ensure adherence to the OHS Act.
- Comply with health and safety processes.
- Participate in any Integrated Management System activities as required.
- Iden