Procurement Administrator

**JOB PROFILE**:
**Job Title**:
**Procurement Administrator**

**Division**:
Procurement

**Location & Address**:
Cape Town; Oxbow Crescent; Century City

**Reports to**:
**Procurement Manager**

**Direct Subordinates**:
0

**Total Staff in Function**:
11

**WORKING RELATIONSHIPS**:
**Internal**:

- Procurement
- Sales Operations
- Brand Operations
- Account Managers
- Marketing
- Logistics
- Regional Managers

**External**:

- Vendor
- Resellers
- End Users
- Vendor Alliance Partners

**JOB SUMMARY**:
**Main Purpose of Position**:
The Procurement Administrator will be required to submit clean orders to the various suppliers, and meet set SLAs, to reach their goals. Partaking in any training required by the team. Communicate clearly and follow up on outstanding tasks.

**RESPONSIBILITIES AND DUTIES**:
**KPA**

**PERFORMANCE STANDARDS**

**Perform successful Procurement**
- Respond to Sales Ops within the agreed SLA once an order is placed.
- Submit clean orders to Suppliers and ensure that the order is successfully processed by the Supplier.
- Check Customer Credit for all orders prior to placement.
- Adhere to and maintain Order placement SLAs, Accpac SLA’s, Order processing to Logistics Team SLA’s and Communication Feedback SLA’s.
- Escalations to Vendor for urgent orders.
- Ensure that the knowledge of all promotions is updated and applied to orders where relevant.
- Liaise with the Vendor, Logistics, internal Sales, and Brand Teams with regard to orders.
- Maintain professional working relationships with Vendor and Logistics and internal Sales and Brand teams
- Perform any general administration duties in line with capabilities and competencies
- Maintain the Purchase Order template as and when necessary - for example, Brand logo amendments and additions
- Maintain filing of orders placed on the Shared Folder as well as paper filing.
- Update Procurement Manual when changes are made to the process by the vendor or internally.
- Plan and prioritize daily activities to meet set goals.

**Vendor product and process knowledge**
- Gain relevant knowledge of products and processes by attending relevant training and vendor webinars
- Ensure multiskilling by gaining knowledge of other brands to provide a back
- up
- service to Procurement

**Operational Management**
- Alert Team Leader when issues arise to resolve them as efficiently as possible.
- Foster a customer-focused working environment
- Understand responsibilities and expectations
- Understand customer needs and deliver the expected outcomes

**Other**
- Practice Health and Safety Rules
- Develop and Maintain relationships with key internal customers as well as Suppliers
- Develop and maintain active and constructive relationships with other teams in the organization

**COMPETENCIES**:
**Knowledge** - You must know:
**Skills** - You must be able to perform:
**Attributes** - You must in a way that will drive successful performance which is supported by the **Company’s values.**
- Knowledge of relevant brand products and process.
- Knowledge of vendor structure to have the correct point of contact.
- Knowledge of information management industry in South Africa.
- Knowledge of IT Industry.
- Excel Advance
- Demonstrated accuracy and attention to detail with numbers
- Demonstrated confidentiality.
- Ability to deliver on service level agreements.
- Demonstrated ability towards business intelligence.
- Emotional Intelligence.
- Adhere to all policies and procedures that are implemented by the Company.
- Strong Self Motivational and Empowerment skills.
- Strong Communication Skills.
- Strong Relationship and Self-Management Skills.
- Takes Initiative.
- Works well with all kinds of people.
- Remains calm under pressure.
- Trust - It is the starting point of working together, feeling safe, belonging to a group and being able to grow our values even stronger.
- Attitude - always demonstrate your best in your role and ensure professional attitude with internal and external customers.
- Respect - demonstrate respect with actions and words to internal and external customers.
- Accountability - accountable for the consequences of your action, both positive and negative.
- Integrity - consistently honest and truthful in dealings with peers, customers, and vendors.
- Teamwork
- strive to work productively in co-operation with one another, fostering a healthy atmosphere with mutual support, thus allowing everyone to achieve their own work-related goals.
- Enjoyment - be creative and enrich the working atmosphere.

**Internal training associated with competencies**:

- Adhere to and complete the Company Learning Map issued during the first week of employment to meet the expectation

**Minimum Qualification**:

- Grade 12
- Supply Chain Management Diploma

Minimum Experience:

- 2-3 years of work experience in a Procurement Administrator/purchasing role
- Intermediate Level Excel Experience

Minimum Skills:

- 1-2 years of quotation administration experience, w