Procurement Administrator

**B-BBEE administration for Procurement under guidance of the Procurement Specialist.**
- Responsible to contact suppliers whose B-BBEE certificates/affidavits have/shall expire to obtain valid certificates /affidavits.
- Work with the B-BBEE consultant/business representative to ensure B-BBEE reporting protocol is put in place.
- Request data and documentation from business units to correct discrepancies in the information received from them and update the documentation on the production system.
- Appropriately safeguard or keep relevant record of the organisational B-BBEE required data and all relevant documentation for such verifications as it relates to the procurement department.
- Preparation of B-BBEE reports for internal management meetings etc: Preparation of requirements, liaising with relevant people for input, pulling data together.
- Assist the HR Practitioner Transformation with B-BBEE verifications of Procurement for the Group following the codes of Good Practice of the Department of Trade and Industry’s B-BBEE, relevant sector codes and internal verification methodology.
- Assist the Procurement Specialist in providing information on procurement activities to the HR Practitioner Transformation for the Broad-based Black Economic Empowerment (B-BBEE) scorecard.

**Capturing of new supplier details**
- Assist the Procurement Specialist in maintaining a comprehensive supplier document folder to confirm that the information provided to the tender committee is aligned with documentation submitted by tenderers.
- Assist with evaluating suppliers, due diligence and identifying potential disruptions during the onboarding of new suppliers’ process within guidelines.
- Check that all the relevant compliance documents are attached such as company registration document, tax certificate, bank letter and B-BBEE certificate.
- Capture the supplier details on production system.
- Issue new creditor numbers to business unit and suppliers.
- Inform suppliers if documents are not completed correctly or other documents are missing
- Keep a proper register and a filing system of new suppliers.

**Administer the Request for Quotation (RFQ) process**
- Issue Request for Quotation (RFQ) numbers to business units.
- Review RFQ for grammar and spelling mistakes and inform the relevant business unit to make amendments.
- Review supplier submission to verify that all supplier compliance documents are received and valid on RFQ closing date.
- Contact suppliers who did not provide all relevant information and request that they make submission before the RFQ is awarded.
- Evaluate RFQ response based on a matrix system that takes into account technical competencies, price and B-BBEE.
- Agree outcome of the RFQ with the Business Unit.
- Draft and send out RFQ response letters

**Assist the Procurement Specialist on his/her responsibilities where required**
- Issue tender numbers to business units.
- Review tender documents for grammar and spelling mistakes and inform the relevant business unit to make amendments.
- Arrange and facilitate tender briefing sessions on request by business unit.
- Assist with the timely completion and submission of tender documents, as received from various departments.
- Confirm that all documents were received by comparing documents to standard requirements and providing documents to the Procurement Specialist.
- Review supplier submission to verify that all supplier compliance documents are received and valid on tender closing date.
- Contact suppliers who did not provide all relevant information and request that they make submission before the tender is awarded.
- Facilitate meeting with prospective suppliers to gain exposure to their products or service offerings to assess whether they may have potential capabilities to service the Group.
- Assist with the arrangement of the weekly tender committee meetings and verify member availability for quorum.
- Draft tender committee meeting agenda.
- Evaluate tender response based on a matrix system that takes into account technical competencies, price and B-BBEE.
- Draft and send out tender response letters.
- Support the Procurement Specialist in his/her functions as and when required.
- Advanced Excel (certificate or proof will be an advantage)
- 3 years relevant administration experience
- Good understanding of the B-BBEE codes of good practice as published by the Department of Trade and Industry.
- A strong financial background with computer literacy in MS Word and Excel
- Good communication and interpersonal skills
- Good analytical skills
- Attention to detail
- Ability to work well under pressure and to deadlines, and ability to multi-task and prioritise