Procurement Analyst

**Purpose of the Job**

The IT Procurement Analyst and Administrator role supports the company’s IT operations through efficient procurement, stock management and data processing. The role ensures accurate record-keeping, manages supplier processes, handles asset tagging, invoicing and maintains the IT communication systems.

**Key Responsibilities**

**Purchase order and Transaction Management**
- Validate supplier details, item specifications, pricing, and delivery terms before PO issuance.
- Cross-check against approved requisitions and budget allocations.
- Monitor delivery confirmations and invoice matching to trigger PO closure.
- Reconcile PO balances and flag discrepancies for resolution.
- Ensure closure aligns with financial reporting cycles and audit requirements.

**Status tracking of quotes and orders**
- Implement centralized tracking systems for RFQs, POs, and order confirmations.
- Monitor quote validity periods, lead times, and delivery schedules.
- Escalate delays or non-responses to procurement or vendor management teams.
- Generate periodic status reports to inform stakeholders and support decision-making.

**Supplier / Vendor and Customer coordination**
- Facilitate clear communication of requirements, timelines, and compliance expectations.
- Conduct regular performance reviews and feedback sessions.
- Resolve disputes or service issues promptly and professionally.
- Track service delivery against SLAs and customer expectations.
- Capture feedback through surveys or direct engagement.
- Implement corrective actions and continuous improvement initiatives based on insights.

**Data Analysis and reporting**
- Conduct Spend Analyses:

- Categorize spend by supplier, category, and business unit.
- Identify high-volume or high-cost areas for negotiation or consolidation.
- Use dashboards to visualize trends and anomalies.
- Identify Cost-Saving Opportunities:

- Benchmark pricing across suppliers and regions.
- Highlight redundant purchases or underutilized contracts.
- Recommend process improvements or alternative sourcing strategies.

**Inventory Management**
- Schedule periodic physical counts and reconcile with system records.
- Investigate variances and implement controls to prevent recurrence.
- Document procedures and outcomes for audit compliance.
- Use barcode or RFID tagging for traceability and lifecycle tracking.
- Maintain an asset register with location, condition, and custodian details.
- Integrate tagging with inventory and maintenance systems.

**Minimum Requirements**
- Grade 12
- Administration or Procurement certification would be an advantage
- Minimum 3 years’ experience within the procurement industry (would be an advantage if it was in the IT Field)

**Skills Requirements**
- Vendor Management skills
- Inventory control skills regarding asset tagging
- Purchase order administration skills
- Quote gathering and approvals for the quotes
- Systems (ERP) knowledge and skills
- Proficiency in Microsoft Office Suite
- Document management and organisation skills
- Basic financial understanding
- Data extraction and analysis of procurement data for cost optimisation
- Strong ability to build strategic working relationships

Work Location: In person