Procurement Administrator

JOB PURPOSE: Responsible for managing and overseeing various aspects of the procurement process within the company. The role involves managing purchasing activities, maintaining vendor relationships, and ensuring the efficient and cost-effective acquisition of goods and services. MAIN ACCOUNTABILITIES AND ACTIVITIES VENDOR MANAGEMENT Maintain and update a database of approved vendors. Establish and maintain relationships with suppliers. Evaluate supplier performance and ensure compliance with contract terms. Conduct market research to identify potential suppliers. Evaluate supplier proposals and select appropriate vendors based on quality, cost, and delivery performance. Negotiate terms and conditions with suppliers to secure competitive pricing and service. PROCUREMENT PROCESS MANAGEMENT Ensure timely and accurate processing of purchase orders. Negotiate prices with suppliers to achieve the best possible cost savings. Assist in the development and implementation of procurement policies and procedures. Ensure compliance with internal and external procurement regulations. Monitor and track orders to ensure timely delivery. COMPLIANCE & DOCUMENTATION Ensure compliance with procurement policies and procedures. Maintain accurate and up-to-date procurement records and documentation. Assist in the preparation of reports and analysis on procurement activities. Ensure proper documentation of procurement activities for audit purposes. COST CONTROL Identify and implement cost-saving opportunities. STAKEHOLDER COLLABORATION Collaborate with internal departments to understand their procurement needs. Provide support and guidance to staff on procurement policies and procedures. Resolve procurement-related issues and discrepancies. KEY CHALLENGES FACED IN THE JOB External challenges: · Supply Chain Disruptions · Price Fluctuations · Supplier Reliability and Performance · Economic Conditions · Cultural and Language Barriers · Supplier Market Consolidations Internal challenges: · Communication and Coordination · Process Efficiency · Compliance and Risk Management · Supplier Relationship Management · Data Management RELATIONS AND INTERACTIONS (Interfaces) Internal Interfaces: · All employees at all levels of the company External Interfaces: · All customers/suppliers/vendors Know-How, Technical Skills and Experience (n. of years and where) · Matric/Grade 12 (NQF 4) is essential · Bachelors degree/B.Tech in Supply Chain Management, Business Administration or related field preferred · 2 3 years experience as a procurement clerk and/or procurement administrator in a wholesale or retail environment · Strong understanding of procurement processes, policies and best practices · Proficient in Microsoft Office Suite · Experience with an ERP system is required Behavioral Competencies/Personal characteristics · Ability to work under pressure and meet deadlines · Good verbal and written communication skills · Ability to work independently and within a team · Excellent time management skills · Exceptional administrative skills · Proactive and adaptable qualities