Procurement Administrator

The Procurement Administrator is responsible for managing stock orders with suppliers and maintaining knowledge of suppliers and the procurement process. They are also responsible for maintaining and updating records of procurement activities, collaborating with internal teams to understand procurement needs for timely delivery of goods and services, evaluating and reporting supplier performance, and developing and implementing strategies to optimize the procurement process.

Additionally, the Procurement Administrator must assist in following internal operations processes as needed. Other responsibilities include receptionist duties, such as receiving clients, suppliers, and logistic partners at the entrance, answering and directing phone calls, receiving and distributing packages, assisting with administrative tasks, and handling inquiries from clients, suppliers, and logistic partners. The Procurement Administrator will report directly to the Operations Manager and will work closely with them to ensure the correct stock is ordered, orders and internal processes are resolved in a timely manner, and all activities are updated.

**Responsibilities**:
**Stock Source**
- Find Suppliers
- Check Stock Availability
- Pricing (To Be Implemented)
- Perform Compatibility Checks
- Request Purchase Orders
- Arrange Inbound Delivery/Collection

**Stock Management**
- Count/Update Stock
- Stock Tagging
- Stock Book-in
- Receive Stock
- Capture stock on internal system
- Handle Courier Packaging
- Prepare Letters

**Communication**
- Liaison with Suppliers for Stock Delivering
- Follow internal procurement process.
- Coordination with Finance for Approvals
- Interact with Technical team for setup

**Dispatching**
- Provide Information (Address, Contact Person)
- Coordinate with Courier for Booking and Collection
- Verify Person and Hand-off
- Obtain Delivery Note Signature
- Conduct logistic partner training

**Administration**
- Reporting on stock, courier and other

**Problem Solving**
- Address Client Issues (Collaboration with Operations Manager)
- Resolve Asset Queries
- Assist Operations with Issues

**General Office Management**
- Office Supplies Ordering (Stationary, Water, Equipment)
- Staff Supplies Ordering (Groceries, Consumption Management)
- Facilities Management (Parking, Bathrooms, Kitchen, Maintenance People)
- Maintain Office Neatness (Stock Placement, Boxes, Storage, Closet)

**Receptionist**
- Handle Calls
- Manage Phone Administration
- Manage Phone System
- Receive People
- Receive Packages
- Handle Collections

**Functional competencies**:

- Implement sourcing strategies that align business objectives, including supplier selection
- Building and maintaining supplier relationships
- Managing the procurement process from start to finish with the ability to spot possible issues that might arise
- Attention to detail
- Address any concerns and give feedback promptly
- Knowledge of quality standards and processes
- Ability to manage procurement projects effectively
- Strong communication skills, internal and external
- Ability to provide friendly and professional services
- Proficiency in handling phone calls
- Manage multiple task and priorities work
- Proficiency in using Office software and basic office equipment
- Maintain confidentiality of sensitive information
- Flexible to adapt to changing priorities and work in a fast-paced environment

**Qualifications**:

- Matric
- Experience
- Knowledge

**Skills & Knowledge**:

- MS Office
- Excellent Communication and interpersonal skills
- Problem solving

**Job Types**: Full-time, Permanent