A Buying Administrator vacancy exists with our Sourcing Team based at the Westville Head Office. The purpose of the role is to raise purchase orders and provide administrative support and follow up to the purchasing process ensuring compliance with procurement procedures.
Duties & Responsibilities
Buying Administration
• Calls off items from loaded contracts and capture purchase orders on SAP/relevant system and ensures that PO’s comply with current contract prices. Orders placed must be 85% on contract.
• Ensures that the purchase orders are created on receipt of fully completed buying requisitions or workflows that have been approved in accordance with the Company policy and procedures, and Levels of Authority.
• Ensures all requests have correct authorisation as per policy.
• Ensures that all purchase requisitions contain accurate and complete information.
• Ensures that purchase requisitions are converted into ERP generated purchases hours on a timely and efficient manner within 24 to 48 hours
• Ensure that where there is a group contract, the orders are placed with reference to the group contract. Orders placed must be 85% on contract • Expedites orders to ensure that materials are shipped and delivered on promised dates.
• Communicates all late/unrealistic delivery dates to end users.
• Where appropriate, inspects products received for quality and quantity to ensure adherence to specifications.
• Check “purchase order audit trails” daily in order to pick up possible mistakes
• Follows up and fixes problem invoices by resolving queries between suppliers and credit department. Ensures that invoice queries from creditors team are actioned in timely and efficient manner within 48 hours
• Ensure that returned items are accompanied by a GRA via Receiving
• Reviews requisitions and compiles bid documentation to facilitate competitive procurement of non-complex, non-contract items.
• Analyses and evaluates supplier in terms of relevant supplier selection criteria (price, quality, BBBEE) and determine the most desirable supplier to be selected. • Solicits written quotations and assists in tabulating bids.
• Ensures Company requirements are met with all orders (i.e. correct authorization, 3 quotes are obtained where no group contract exists etc.) • Informs requisitioners and vendors regarding procedural requirements.
• Maintains purchasing documents, files and records and follow up files of purchases, shipments, and related matters.
• Processes 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.
• Ensures that purchase orders are placed with reference to correct material/service master codes and correct GL codes • Monitors open orders and ensures that the buying team expedites orders timeously; there should be no open orders older than 60 days
• Minimises the need for retrospective ordering (i.e. orders places after the fact)
• Monitors and reviews maverick spend (i.e. monitoring reasons and instances where buyers do not use the group sourcing contracts for purchasing) of buying team hereby ensuring maverick spend remains < 1%.
• Monitor and analyse accuracy of supplier delivery times against contract lead times (i.e. lead time analysis) •
• Reports issues to the Senior Buyer or Procurement Manager. Teamwork and Self-Management
• Takes ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follows through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Informs relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Supports and drives the business core values.
• Manages colleagues and client’s expectations and communicate appropriately.
• Demonstrates willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champions training and development of self and others through utilising available training opportunities.
• Participates in, and drive regular performance appraisals and ensure that own targets and goals are clear and achievable. . Reporting Administration and Data management
• Compile any requisite information for any site/category procurement reports required.
• Filing of all procurement documentation as per procedures manual
• Compile ad hoc spreadsheets and analysis when required
• Capture data accurately and regularly onto SAP/Syspro to enable access to reliable data and reporting for trend analysis and decision making. Governance • Ensure that ethical standards and the requirements of the Company policy are adhered to
• Report and or escalate any areas of non- compliance appropriately
• Procedural compliance demonstrated, and where relevant process controls and procurement procedures have been implemented.
• Business Unit site/sites procurement and Stores Governance Audit standards met (Procurement led)
Minimum Requirements
Education and Qualification:
• Matric
• A Logistics or Supply Chain Diploma/Degree will be advantageous Knowledge and Skill: Systems:
• Relevant SAP/Syspro experience would be advantageous Competencies:
• Competent in MS Office and applicable mainframe system
• Excellent verbal and written communication skills
• Ability to work in a pressurised environment
• Well-developed interpersonal skills
• Ability to negotiate and persuade end users as well as suppliers
• Practise and display good negotiating skills
• Ability to prioritise work
• Good organisation and planning skills
• Be able to work with minimal supervision
• High levels of accuracy
• Provide customer service to internal departments
• Highly developed sense of order
• Be able to take initiative
• Accurate • Teamwork skills
• Must be multi-skilled Experience and Training:
• Minimum of 2 years’ buying administration or similar functional experience