Procurement Administrator/Buyer

SUMMARY:
A Vacancy exists for a Procurement Administrator/Buyer in the Technical Division based in Head Office
 
The suitable candidate’s main responsibilities and duties include, but are not limited to, the following:   
 

POSITION INFO:
Request Processing & Sourcing

• Request Intake: Act as the central point of contact for project managers and technicians requesting parts (e.g., NVRs, sensors, cabling).
• Vetting & Compliance: Ensure all suppliers meet industry security standards and insurance requirements (e.g., NSI, SSAIB, or ISO certifications).
• Quote Comparison: Obtain and compare "apples-to-apples" quotes for high-value security installations to ensure margin protection.

• PO Generation: Create and issue formal Purchase Orders (POs) within the ERP/accounting system.
• Data Accuracy: Ensure correct project codes and cost centres are assigned to every purchase to allow for accurate job costing.
• Order Tracking: Proactively monitor lead times for critical security components to prevent delays in site installations.

• Goods Receipt: Coordinate with the warehouse or site leads to confirm that hardware arrives in good condition and matches the PO.
• Dispute Resolution: Handle all returns, RMAs (Return Merchandise Authorizations), and credits for faulty security equipment.

• Invoice Matching: Perform "3-way matching" (Purchase Order vs. Delivery Note vs. Supplier Invoice).
• Payment Liaison: Act as the bridge between the supplier and the Finance department to ensure invoices are scheduled for payment.
• Account Maintenance: Resolve any payment "stops" or credit-limit issues to ensure the company’s supply chain remains fluid.

• Grade 12 or equivalent qualification
• Com (Supply Chain and Logistics) qualification or degree (advantageous) or studying towards qualification
• Own transport and accommodation

• Sound knowledge and relevant experience in financial administration
• Previous experience in a similar position (advantageous)
• SAP experience including Job Costing module (advantageous)

• Strong understanding of financial administration and accounting principles
• MS Office proficiency (excellent knowledge of Excel and Word)
• Excellent typing skills and accuracy (essential)
• Ability to manage multiple financial tasks and priorities
• Strong numerical skills and attention to detail

• Sound communication skills (verbal and written)
• Bilingual (English and any other South African language)
• Good interpersonal and strong leadership skills
• Good telephone etiquette
• Professional approach to client and internal interactions

• High attention to detail and accuracy
• Strong organizational and time management skills
• Ability to work under pressure and meet deadlines
• Methodical and systematic approach to work
• Integrity and trustworthiness in handling financial information
• Team player with collaborative mindset
• Clean disciplinary record
• No criminal record
• Clean credit record