---

Purpose of the Role:

• To provide administrative support to the purchasing process with specific responsibility for administering site/category bid and purchasing documents; calling off from loaded contracts; and responding to related inquiries.

Key Responsibilities:

         Buying Administration

• ​​Review requisitions and compile bid documentation to facilitate competitive procurement of non-complex, non-contract items.
• Solicit written and telephone quotations.
• Assist in tabulating bids.
• Research new sources of supply.
• Inform functional staff and vendors regarding procedural requirements.
• Maintain purchasing documents, files and records and follow up files of purchases, shipments, and related matters.
• Process financial data and documents (e.g. bids, incoming purchase requisitions, etc.) for the purpose of updating and distributing information and/or acquiring resources to support the purchasing operation.
• Call off items from loaded contracts/MRP and capture purchase orders.
• Expedite orders to ensure that materials are shipped and delivered on promised dates.
• Where appropriate, inspect products received for quality and quantity to ensure adherence to specifications.
• Compile vendor take-ons.

Reporting Administration:

• Compile any requisite information for any site/category procurement reports required.

General Administration:

• File and safeguard records within area of responsibility.
• Compile ad hoc spreadsheets and analysis when required.

Information and Data management: 

• Capture data accurately and regularly onto SAP to enable access to reliable data and reporting for trend analysis and decision making.
• Attend to workflows and capture procure to pay orders.

Team work and Self-Management:

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritizing, and self- development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage     colleagues    and     client’s    expectations    and communicate appropriately.Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilizing available training opportunities.
• Participate in, and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.

Skills & Attributes: 

• Computer literacy (MS Office and SAP)
• Verbal and written communication
• Interpersonal
• Logical thinking
• Analytical thinking
• Initiative
• High level of integrity
• Tolerant of stress and pressure
• Attention to detail
• Deadline driven
•  Able to prioritize
• Organizational awareness

Qualification & Experience: 

• Matric with mathematics
•  Preferably a logistics/supply chain diploma
•  Minimum of 2 years’ buying administration or similar functional experience
• Relevant SAP experience
• Functional site/category required product/service performance standards
• Functional site and category-based business processes
• Procurement methodologies and principles
• SAP “procure to pay”
• Strong ethical principals
• Own transport and valid driver’s licence.

 

---