Procurement Administrator

**Introduction**

A vacancy exists for a Procurement Administrator at our Head Office (CSA) Branch in Helderkruin reporting to the Procurement Manager and Chief Procurement Officer. The overall purpose of this position is to perform all administration functions within the procurement department and reasonable requests from Management. The position performs a variety of tasks related to managing information, processing of information, feedback and communication, data analysing and Customer Service.

**Minimum Requirements**
- Grade 12 - Matric.
- No Criminal Record or any pending cases.
- 2 - 3 Years’ experience in a procurement or administration environment.
- Excellent Computer Skills with good knowledge of Microsoft Outlook, Excel and Word.
- Working Knowledge of SAP advantageous.
- Excellent Administration Skills.
- Must be able to communicate fluently in English with excellent verbal and written communication skills.
- Be familiar with a variety of the field's concepts, practices, and procedures.
- Ability to liaise professionally with personnel and customers at all levels.
- Ability to work without supervision and under pressure.
- Must have a valid Driver’s Licence.
- Must have own Reliable Transport.

**Job Specification**

Key Performance Areas: (not totally inclusive):
Capex E-mail:

- Load all new capexes on the Capex tracker spreadsheet.
- Distribute new capexes to the relevant Procurement Administrators.
- Each Procurement administrator will ensure that the required compliance as per the Financial Procedures have been followed for each capex ie. approval signatories in accordance with the LOA as well as all supporting documents.

ICBM:

- All Capex purchases are loaded on ICBM.

Sourcing
- Do sourcing for items not available from our regular suppliers.
- Source for new suppliers from time to time to do price comparisons and possible savings.
- Finding solution and alternative suppliers.

Quotations
- Ensure that at least two quotations are attached to all Capexes.

Liaising with Customers and Suppliers
- Liaise with customers and suppliers in a clear and cordial manner.

Requisitions
- Process requisitions on SAP

Asset numbers
- Obtain asset numbers from the Asset Department.

Fleet numbers
- Obtain fleet numbers from the Fleet Department.

Branding
- Obtain the branding requirements from the customer, send the information to the Branding Department and request they send the correct art file to the branding company.
- Place order with branding company.

Purchase Orders
- Manual orders will be created and sent to suppliers from time to time.
- SAP orders will be created to replace the manual order as soon as ICBM is open.
- Where no manual order is required, SAP order will be created and sent off to the supplier as well as the customer.
- Once order has been sent to the supplier, confirm current stock, expected delivery date or lead times and communicate this information to the Procurement manager as well as the customer.

Expediting
- Follow up on outstanding deliveries every second day and give feedback to the Procurement Manager and customer.

Motor Vehicle Licenses
- In the event of vehicle purchases copies of the MVL’s will be submitted to the Fleet department within 7 days of taking delivery.

Savings
- Savings on orders will be captured on a spreadsheet and submitted to the Procurement Manager on a monthly basis.

Service Delivery and Turnaround times
- If the required goods are available delivery must take place within 3 days.
- Where delivery cannot take place within 3 days, it will be communicated to the Procurement Manager as well as the customer.

Receiving Deliveries
- Deliveries done to the Procurement department, goods, quantity (if pricing reflects on the delivery note) will be checked before signing for the delivery.

Distribution to Customer
- Distribution to the customer will be done within 12 hours.
- In the case of IT deliveries, the customer will be advised immediately that the goods have arrived.
- If laptops or PC’s must be set up by IT, the customer will be informed immediately to log a call with IT.
- Clear proof of delivery to the customer, reflecting the name, surname and employee number will be attached to the capex.

Queries
- Deal with all customer, supplier, finance and management queries.

Reporting

Submitting invoices
- All Invoices together with the correct supporting documents will be submitted to the Finance Department timeously.
- Details on the quote, requisition, order and invoice will correlate.
- No incorrect documentation will be attached to the Capex pack before submitting to the Procurement Manager for final approval.
- Prepare and collate all documentation for ABSA contracts, submit for approval to CPO and finance, submit contracts to ABSA within 3 days of receiving the registration documents from the supplier.

Open Orders
- Open Orders will be closed within 60 days unless the product ordered is being manufactured.

Price and Vendor Lists
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