Procurement Administrator

SUMMARY:
To effectively administer the end-to-end procurement process, from requisition to payment, utilizing the SAP system to ensure accurate, efficient, and compliant acquisition of goods and services. The role supports the procurement department in optimizing supply chain operations and maintaining strong supplier relationships.

POSITION INFO:
Key Responsibilities:

SAP System Management:

• Accurately create, manage, and process purchase requisitions (PRs) and purchase orders (POs) within the SAP MM (Materials Management) module
• Maintain and update master data in SAP, including vendor master records, material master records, purchasing info records, and source lists
• Process goods receipts (GRs) in SAP, verifying quantities, quality, and specifications against purchase orders
• Manage contract processes in SAP, including loading vendor contracts, ensuring pricing accuracy, and updating source lists
• Track and resolve SAP system issues related to procurement, escalating technical issues to the appropriate IT resources when necessary
• Generate and analyze various procurement reports from SAP, including open orders, vendor performance, spend analysis, and contract utilization

• Receive, review, and verify purchase requisitions for completeness, accuracy, and adherence to company policies and budgetary constraints
• Liaise with internal stakeholders (e.g., production, finance, logistics, engineering) to clarify requirements, specifications, and delivery dates
• Prepare and manage Requests for Quotation (RFQs), Requests for Proposal (RFPs), as required
• Communicate professionally with suppliers regarding orders, deliveries, pricing queries, and invoice discrepancies
• Follow up on open purchase orders to ensure timely delivery and escalate any potential delays or issues to the Procurement Manager
• Administer the full cycle of order placement, tracking, and receipt of goods and services

• Maintain sound working relationships with vendors, addressing queries and facilitating timely resolution of issues
• Support supplier performance evaluation and provide insights for improvement

• Maintain organized documentation of all purchasing activities, supplier contracts, and related correspondence (physical and/or electronic filing)
• Ensure all procurement decisions and processes comply with company policies, procurement guidelines, and relevant regulatory requirements (e.g., National Treasury guidelines if applicable)
• Assist with invoice queries and ensure timely processing for payment in coordination with the finance department

• Identify opportunities for process improvement within the procurement function, particularly related to SAP system utilization
• Contribute to the development and implementation of enterprise-wide procurement processes and systems

• National Diploma or equivalent qualification in Supply Chain Management, Procurement, Logistics, or a related field
• Minimum of 2–3 years' experience in a procurement or supply chain administrative role
• Hands-on experience with SAP MM (Materials Management) module (essential)
• Proficiency in Microsoft Office Suite (especially Excel, Word, and Outlook)
• Experience in processing PRs, POs, GRs, and maintaining procurement master data in SAP
• Excellent attention to detail and accuracy in data entry
• Effective written and verbal communication skills
• Strong organizational and administrative abilities

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