Procurement & Document Control Administrator

7 days ago

Cape Town, South Africa Seriti Full time

**The Role**

The Procurement and Document Control Administrator plays a critical role in supporting procurement activities, managing supplier relationships, and maintaining structured document control systems across Seriti Green projects. The role ensures all procurement practices are aligned with internal policy, regulatory requirements, and project timelines while delivering optimal value and accountability.

Key responsibilities include:
**Procurement Planning**
- Collaborate with departments to identify procurement needs and timelines.
- Develop and maintain procurement plans aligned to project and business requirements.

**Sourcing and Tendering**
- Prepare and issue Requests for Quotation (RFQs), Requests for Proposals (RFPs), and tenders.
- Engage with suppliers to obtain quotations in line with specifications and timelines.
- Evaluate bids based on price, quality, delivery, and compliance.

**Contracting and Compliance**
- Draft and negotiate procurement contracts aligned to company templates and Delegation of Authority (DoA).
- Ensure compliance with Seriti Green’s procurement policies, ESG commitments, and applicable legislation.

**Supplier Management**
- Identify, register, and evaluate suppliers.
- Maintain an up-to-date supplier database.
- Build strong supplier relationships and manage performance.
- Resolve issues in collaboration with project and finance teams.

**Purchase Order Management**
- Issue and track purchase orders from request to payment.
- Collaborate with Finance to verify invoices and ensure timeous payments**.**

**Document Control**
- Manage creation, storage, retrieval, and distribution of procurement documents.
- Ensure version control and secure access protocols.
- Maintain retention, archiving, and disposal processes in line with policy.
- Support employees with training and guidance on document management systems.

**Administration & Support**
- Assist with monthly and quarterly procurement reports for internal review.
- Take accurate minutes in procurement meetings and track action items.
- Assist in the preparation of procurement-related reports and presentations.
- Maintain accurate procurement records, contracts, and supplier documentation.
- Support internal audits and risk mitigation efforts**.**

**Education & Experience**
- Diploma or Degree in Supply Chain Management, Procurement, or related field.
- Minimum 3-5 years’ experience in a procurement or supply chain role.
- Prior experience in renewable energy, construction, or engineering sector preferred.
- Strong Excel skills and proficiency in Microsoft Word, Outlook, and SharePoint.
- Experience using procurement systems (e.g., Lexis Nexis, Oracle) advantageous

**Behavioural Competencies**
- Strong communication skills.
- Organised, methodical, and detail-oriented.
- Able to manage multiple procurement cycles and competing deadlines.
- Resilient under pressure and able to take initiative.
- Compliance-oriented with a strong ethical foundation.
- Strong team player with cross-functional collaboration abilities.

**POPIA Compliance Notice**:
By submitting your CV and personal information through this platform, you consent to the processing of your data in accordance with the Protection of Personal Information Act (POPIA), Act 4 of 2013. Your information will be used solely for recruitment purposes, stored securely, and will not be shared with third parties without your explicit consent. You have the right to access, correct, or request deletion of your personal data at any time.

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