Procurement Officer

SUMMARY:
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POSITION INFO:

Our client, a leader in the imports and exports industry are seeking a Procurement Officer to join their team based in Durban.

MINIMUM REQUIREMENTS

• Degree in Commerce, Procurement, Supply Chain Management, or a related field
• Minimum of 3-5 years procurement experience, project management or finance and commercial environment
• CPIS registration or qualification would be advantageous.
• ERP experience is essential (SAP, Sage 300, Tranquillity, etc.)
• Advanced Microsoft Excel (Pivot tables, Data analysis, etc)
• Experience in Crystal Reporting an advantage
• Work experience in FMCG, heavy industry, or bulk terminal environment preferred

MAIN JOB FUNCTIONS 

Procurement Management

• Sourcing Vendors
• Maintaining updated supplier database
• Obtaining Documents required to load the vendor on the system and ensure validity and accuracy of the information submitted the vendor
• Vendor quality check/vetting
• Upload of Vendor onto the system
• Obtain quotations from vendors
• Process orders on the system for stock and non-stock items
• For stock items place orders as per minimum order levels
• Follow up on outstanding orders with the vendors
• Prepare and plan for the purchase of equipment, services and supplies
• Review. Compare, analyse and approve product and services to be purchased.
• Managing inventories and maintaining accurate purchase and pricing records

BBBEE

• Optimise BBBEE spending through the identification of ED and SD suppliers
• Create awareness internally for end-users to use BBBEE vendors
• Provide support in the reporting of BBBEE procurement spend
• Assist in the coordination and collection of BBBEE evidence in company certification

Tenders

• Solicit and evaluate proposals for projects and contracts.
• Manage the administrative aspects of RFI, RFQ, RFPs, tenders and Auctions.
• Prepare RFI, RFQ, RFPs, tenders, Auctions and compile tender analysis/ evaluation schedules.
• Coordinate invitations for tender and RFQ’s to the relevant suppliers.
• Communicate RFI, RFQ, RFPs, tenders, Auctions outcome to the business.
• Consolidate tender document submissions and compile contracts.
• Compile tender evaluation reports for presentation to the tender committee with recommendations and supporting information.
• Evaluate tenders by coordinating inputs from all role players to facilitate adjudication.
• Participate in the tender adjudication process.

Operational Management

• Source new items and identify new suppliers based on the specifications provided by the Business by researching the supplier marketplace and obtaining samples for testing as required by business stakeholder
• Produce reports and present information to relevant stakeholders to highlight potential sourcing or saving opportunities.
• Negotiate with the incumbent suppliers to ensure competitive prices are maintained, benchmarking costs against other suppliers where necessary.
• Thorough understanding of the contract management process, i.e. engage with the business to identify and define the scope of work, update the schedule of prices and payment terms, define the service levels, price escalation clauses, etc.
• Hold the Supplier accountable for non-conformances/ deviations from performing the services and supply of goods as stipulated in the contract through remediation or notice of termination where relevant.
• Evaluate market conditions to develop sourcing strategies, maintain/ improve quality and influence cost controls.
• Effectively communicate with internal cross functional teams on the current and future status of products and services markets.
• Research potential and current suppliers to keep abreast of market/ procurement conditions, new technology and make recommendations to improve supplier base and/or purchasing method.
• Report & evaluate key suppliers’ performance against SLAs, their BBBEE rating and review of their financial risk
• Evaluate and ensure potential suppliers can meet the specified requirements.
• Maintaining good supplier relations and negotiating contracts.

Strategic Support

• Responsibility, within the assigned categories of spend, and understanding the category strategy and plans, to deliver category analysis, sourcing exercises and general reviews of spend.
• Develop short-, mid- and long-term strategies for the various assigned categories ensuring delivery at the most competitive cost and ensuring risk is mitigated.
• Adopt methodologies such as vendor rationalisation, utilising technology and flexible solutions to minimise financial impact.
• Collaborate with site-based stakeholders to ensure sourcing and procurement strategies and policies are applied appropriately, to assess opportunities, and to drive performance improvements.
• Facilitate cross-functional and cross-terminal/plant communication to seek synergies and benchmarks.
• Proactively drive regular engagement with the Business regarding its immediate and longer-term category procurement requirements and the extent to which these are being met

Reporting

• Report on procurement KPIs
• Review open orders report and requisitions
• Monthly spend analysis
• Status report on contracts
• Progress on inventory catalogues
• Knowledge, skills, and abilities required:
• Administrative expertise
• Communication skills at all levels (Written & Verbal)
• Procurement Management knowledge and expertise
• Managing priorities and planning
• Attention to detail and strong ability to execute and follow-through
• Numerical skills
• Advanced Excel Skills, Word and PowerPoint
• Analytical and data-driven with demonstrated knowledge of economic indicators, cost drivers and cost analysis
• Understanding of procurement policies and procedures
• Knowledge of laws and regulations relating to Procurement (e.g. BBBEE)
• Knowledge of the documentation required by the company, the information required to complete such documentation correctly/accurately, and where to source this information
• Accurate report writing
• Stakeholder relations management
• Confidence to interact and work in cross functional teams (all levels of the organisation).