Procurement Administrator and Procurement Specialist

4 days ago

Bryanston, South Africa African Parks Full time

Responsible for understanding the full procurement process, from order placed, through procurement, to building a load and finally delivering the combined load to the park. They play a crucial role in managing the purchasing process within an organization.

Their responsibilities typically include:

- Within the Kissflow system:

- Maintain the supplier administration within
- Streamline documentation,
- record-keeping, and
- processes to enhance efficiency
- Maintain an updated and accurate preferred Supplier database
- Assist in the administrative procurement processes
- track RFPs,
- request quotations,
- preparation/issuing of purchase orders,
- raising delivery notes,
- request and upload final tax invoices
- Tracks, troubleshoots and resolves procurement system issues following established guidelines and procedures, escalates technical issues to the appropriate level and resources within IT
- Coordinating with internal departments to assess procurement needs and specifications
- Manage purchases done on the procurement credit card and reconcile card weekly
- Prioritize urgent order requests
- Handling incoming and outgoing courier parcels (for parks)
- Receipting goods, notifying parks of stock
- Binning goods into storeroom
- Issuing goods out of storeroom, packing slip
- Stock take + managing old items in storeroom
- Preparation of Commercial Invoices
- Liaise with suppliers in respect of commercial and/or technical clarifications and queries - _Tracking inventory levels and placing orders as needed - Office supplies_
- Phone daily to follow up if orders placed will be delivered timeously
- Adhere to company's procurement policies and procedures
- Recommends improvements in workflow, procedures, and documentation as it relates to the procurement systems
- Parks work 7 days a week and the procurement phone (separate to your personal phone) does receive requests 7 days a week. Some of these might be emergency/crucial and require an after-hour intervention. This is however not the norm.
- Keep current in changes in procurement field and contractual regulations
- Assist the Procurement Specialist to plan and calculate all activities related to the Procurement Department
- Resolving supplier issues, including shipment delays or quality concerns.

**Qualities and Skills**:

- Solid foundation in procurement operations with hands-on experience
- Exceptional precision and diligence in managing and verifying data
- Skilled in accounting platforms such as Serenic, alongside other procurement tools
- Highly organized with strong time management capabilities
- Collaborative approach to working with internal departments, creditors, and external stakeholders
- Solutions-oriented, with a proactive attitude toward resolving challenges
- Clear and effective communicator, both in writing and speech
- Well-versed in procurement workflows, accounts payable, and documentation practices
- Self-motivated and capable of managing multiple priorities independently
- Agile and responsive in dynamic, fast-paced environments
- Proficiency in French or Portuguese considered an asset

**Qualifications**:

- Senior Certificate (Matric)
- Tertiary qualification in Procurement, Supply Chain, or Logistics is advantageous.
- Minimum of 3 years’ experience in administrative roles within office environment

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