9 Nov '18
Procurement Administrator - Local

Logistics, Warehouse & Freight, Western Cape Century City

Market related -

The purpose of this position is to ensure that the procurement local indirect expenses function is managed to the agreed standards within agreed timeframes, costs and deadlines. This includes purchase requisitions, pricing, placing orders and other purchasing duties. Resolving problems, monitoring inventory, preparing reports, researching, identifying and recommending potential suppliers.

Stock Management

  • Manage the stock levels of indirect expense items for the entire group (including subsidiary companies), e.g. stationery, by examining trends, requests, alternate suppliers/prices and economical order quantities;
  • Optimise the procurement process internally and with suppliers;
  • Manage the supply chain by determining what the requirements to receipt and payment of goods;
  • Liaise with suppliers to ensure smooth and effective delivery and tracking status of pending orders;
  • Resolve errors on purchase orders as required;
  • Review deliveries against the orders and deal with non-supplied, over / under deliveries or damages;
  • Generate and/or amend all the required documents on ERP system (Sage), supplier purchase orders, Estimate Turnaround (ETA), stock receipts, invoices, BEE status etc; and
  • Maintain and update data in all systems; codes, product groups, stock hierarchy, assemblies, descriptions, preferred supplier, serial numbers, lead times etc., and where applicable, informing all relevant personnel of the details of any changes made. Includes creating and holding codes and managing stock movement where applicable.


  • Evaluate vendors for the purpose of determining their ability to supply the company by means of a checklist / tender process;
  • Monitor price increases and communicate changes as necessary;
  • Maintain BEE credentials of all suppliers on file, by updating supplier BEE status in ERP system;
  • Issue purchase orders, etc. for the purpose of completing purchasing processes in accordance with company’s procedures;
  • Research contracts, suppliers, equipment and regulations, including evaluation of new products for the purpose of ensuring compliance with budgetary guidelines;
  • Manage projects to centralise procurement at Head Office of all indirect expenses that are currently being done separately per region (e.g. Couriers, consumables, stationery, corporate clothing etc.…);
  • Set up and maintain Service Level Agreements (e.g. Avis Car Hire, Hotel Rates Agreement); and
  • Respond to inquiries from internal employees and provide them with relevant information, direction and/or appropriate referrals where possible.

SAGE and due processes

  • Generate purchase orders and all the related tasks on Sage to receipt purchase orders.
  • Reconcile and process supplier invoices.
  • Advise and ensure compliance with company policies;
  • Communicate with management regarding any irregular issues/concerns; and
  • Administrator and report on Key Performance Indicators for procurement.


  • Ensure supplier invoices are sent to Finance for processing;
  • Investigate discrepancies, follow up and process credit notes; and
  • Liaise with the Supply Chain Supervisor regarding rates and prices to maximize cost efficiency.

Education & Experience

  • Grade 12 with mathematics
  • Certificate in Purchasing administration or
  • Intermediate to advanced MS Office knowledge
  • Fluency in English and Afrikaans;
  • Literacy and numerical abilities to ensure that the export function can run effectively; and
  • Experience in navigating and utilizing an ERP system


Ad Visible Until: 9 December 2018
Ref: CPT002632/YS

Vacancy Type: Permanent