Procurement Officer

1 week ago

Stellenbosch, South Africa Arvo Full time

Our client, in the wine industry, is looking for a Procurement Officer to join their team based in the Stellenbosch area as soon as possible.

Main Purpose:
This role is responsible for managing suppliers, ensuring accurate and timely capturing of all dry goods purchase orders, and maintaining competitive pricing and delivery lead times. The successful candidate will have a strong understanding of procurement processes, supplier management, and stock control, and will play a vital role in maintaining the efficiency and success of our supply chain operations.

Key Responsibilities:

1. Procurement

  • Purchase Orders: Create purchase orders within 24 hours of scheduled productions, ensuring correct pricing based on quotes or price lists, and forward them to suppliers.
  • Order Evaluation: Daily evaluation of scheduled production runs and purchase orders, maintaining and reviewing them on SAGE.
  • Amendments & Confirmations: Ensure all changes (quantity, dates, etc.) to purchase orders are confirmed in writing and updated on SAGE within 24 hours.
  • PO Listing: Compile and send a weekly PO listing to all suppliers (by Thursday) and follow up for confirmation of delivery date, quantity, and price (by Friday).
  • Supplier Follow-up: Daily follow-up with suppliers on missing confirmations and resolve issues such as short or oversupply, missed or late deliveries.
  • Stock Management: Monitor stock holding at suppliers and adjust purchase orders on SAGE to reflect stock levels within 24 hours of receiving updates.
  • Production Feedback: Provide regular feedback to the production team and P&P Manager on order status before or during production meetings (three times a week).

2. Administration

  • Documentation & Compliance: Maintain quality assurance certificates, supplier reports, and price lists. Capture deliveries on SAGE (receipting) and update purchase orders as needed.
  • Quote Management: Ensure quotes are signed and returned within 24 hours, and verify that sign-offs are within standard cost.
  • Claims & Deviations: Raise and manage claims with suppliers, including corrective action requests (CAR), rework downtime claims, and stock rejected by quality control (QC).
  • Supplier Communication: Respond promptly to supplier and customer inquiries about order status, changes, or cancellations.

3. Stock Control

  • Inventory Management: Monitor and control stock levels to ensure minimal stock holding in stores, adhering to a Just-in-Time (JIT) system.
  • Delivery Scheduling: Ensure delivery dates align with production schedules, ensuring stock is receipted at least two days before production.
  • Stock Movement & Reconciliation: Assist with stock taking and ensure accurate system records of stock movements across all sites.
  • Returnable Stock: Manage the weekly collection and return of stock and create return notes within 24 hours of upliftment.
  • FIFO Management: Monitor the use of aged stock and ensure FIFO (First In, First Out) principles are followed.

4. Quality Management & Health & Safety

  • Compliance with Standards: Adhere to QMS (Quality Management System) and GMP (Good Manufacturing Practice) standards.
  • Certifications & Documentation: Ensure COC/COA’s (Certificates of Compliance/Analysis) are received with delivery notes for all dry goods.
  • Purchasing Policy: Ensure that dry goods purchasing complies with company policies and procedures.

5. Supplier Management

  • Supplier Relationships: Maintain strong working relationships with suppliers to ensure optimal service and competitive pricing.
  • Supplier Monitoring: Regularly monitor and evaluate supplier performance (on-time delivery, product quality, etc.).
  • Supplier Research: Research and evaluate potential new suppliers to improve sourcing and reduce costs.
  • Quarterly Evaluations: Complete quarterly supplier evaluations and ensure all documentation is filed and up-to-date.

Education & Qualifications:

  • Grade 12 or equivalent qualification is essential.
  • Relevant Diploma/Degree in Procurement, Supply Chain Management, or related field is advantageous.
  • Knowledge of SAGE and experience with supply chain processes is a must.
  • Understanding of traceability and experience with HACCP implementation will be beneficial.

Key Skills & Competencies:

  • Attention to Detail: Strong focus on accuracy, meticulousness, and high attention to detail.
  • Organizational Skills: Excellent organizational, planning, and time management abilities.
  • Communication: Fluent in verbal and written English; additional proficiency in Afrikaans is an advantage.
  • Problem-Solving: Ability to analyze issues and develop effective solutions in a timely manner.
  • Numerical Skills: Strong numerical and data analysis skills, particularly in SAGE and Excel.
  • Multitasking: Ability to manage multiple priorities and deadlines, with excellent follow-up skills.
  • Customer Service-Oriented: Professional, approachable, and customer-focused approach to work.
  • Team Player: Ability to work effectively in a team, but also capable of working independently.

The position is based in office in the Stellenbosch area and is a permanent full time position.

Location: Stellenbosch.

Salary: Market Related

Starting date: As soon as possible.

 

Please apply online if you meet the above-mentioned requirements.

Please assume that your application was unsuccessful If you have not been contacted within 4 weeks.

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