Procurement Administrator

**Job Title: Procurement Administrator**

**Division**:Procurement

**Location & Address**:Century City, Cape Town

**Reports to: Procurement Manager**

**Direct Subordinates**:0

**Total Staff in Function**:11

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

- Procurement
- Sales Operations
- Brand Operations
- Account Managers
- Systems Engineers / Presales
- Marketing
- Logistics
- Regional Managers

**External**:

- Vendors
- Resellers
- End Users
- Vendor Alliance Partners

**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.

**Key Performance Areas**:
**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 SLAs, Order processing to Logistics Team SLA, and Communication Feedback SLAs.
- 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 the 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 manager 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

**Internal training associated with competencies**:

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

**Minimum Qualification**:

- Matric
- Supply Chain Management Diploma

**Minimum Experience**:

- 3-4 years of work experience in a Procurement Administrator/purchasing role
- Intermediate Level Excel Experience

**Nice-to-have Skills**:

- 1-2 years of quotation administration experience, with different vendors
- 2-3 years of experience in an IT environment - preferred

**Physical Requirements**:

- Reliable transport

**Office Requirements**:

- Work-from-office environment.
- Semi-formal dress code.
- Working hours are from 08:00 - 17:00.
- Excellent international business language skills (English), both written and verbal.
- Reliable transport to and from the office.

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

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Diploma (preferred)

**Experience**:

- Procurement Administration: 3 years (required)