Procurement Officer

SUMMARY:
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POSITION INFO:
Job Holder Job Title Procurement Officer Business Unit Supply Chain Geographic Location Johannesburg Name & Title of Direct Superior Procurement Manager Number of Immediate Subordinates\/ Direct Reports None +---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------+ | Main Purpose of Job | +=======================================================================================================================================================================================================================================================================================+ | - As a Procurement Officer specializing in demand planning and import tracking within the pharmaceutical industry, you will be responsible for ensuring the timely acquisition of products, tracking and monitoring supplier shipments to support the company's operational needs. | | | | - You will play a critical role in by analyzing demand forecasts, monitoring inventory levels, and coordinating procurement activities to ensure the timely acquisition of products needed. | | | | - This role requires strong organizational skills, attention to detail, and the ability to collaborate effectively with suppliers and internal stakeholders to optimize procurement processes and ensure uninterrupted supply chain operations. | +---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------+ +------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------+ | Key Performance Areas (Core, essential responsibilities -- outputs of the position) | +================================================================================================================================================================================================================================================+ | [Demand Planning:]{.underline} | | | | - Collaborate with sales and marketing teams to develop an accurate demand forecast for products and materials. | | | | - Analyze historical sales data, market trends, and customer demand patterns, lead times and manufacturing minimum order quantities (MOQ's) to inform the demand forecasting models. | | | | - Adjust procurement plans based on demand fluctuations to optimize inventory levels and minimize stockouts or excess inventory. | | | | - Monitor inventory levels of finished products to ensure alignment with demand forecasts and production schedules. Identify potential inventory shortages or excesses and communicate with stakeholders to address inventory discrepancies. | | | | [Procurement Coordination and Import Tracking:]{.underline} | | | | - Collaborate with suppliers to place orders, expedite deliveries, and manage lead times to ensure timely receipt of products while minimizing excess inventory and stockouts. | | | | - Communicate regularly with suppliers to obtain updates on order status including planned manufacturing dates, on-time dispatching and submission of importation paperwork for customs. | | | | - Resolve issues, and address any supply chain disruptions that may impact demand planning. | | | | - Coordinate with freight forwarders, customs brokers, and logistics providers to track shipments and resolve any issues related to customs clearance, transportation delays, or documentation requirements. | | | | - Communicate and with internal stakeholders to provide updates on import status and anticipated delivery dates. | | | | - Coordinate and communicate with warehouse receiving staff and logistics providers to ensure stock is received on-time with the correct paperwork | | | | Supplier Performance Management: | | | | - Building and maintaining strong relationships with suppliers. | | | | - Communicate regularly with suppliers to obtain updates on order status, resolve issues, and address any supply chain disruptions that may impact demand planning | | | | - Track supplier performance metrics, including on-time manufacturing, on-time dispatching and lead times to assess supplier performance. | | | | - Identify and escalate any issues or discrepancies related to supplier shipments, ensuring adherence to agreed-upon manufacturing and delivery schedules. | | | | - Collaborate with suppliers to implement corrective actions and process improvements to enhance supply chain efficiency and reliability. | | | | Continuous Improvement: | | | | - Identify opportunities to streamline procurement processes, improve demand forecasting accuracy, and optimize inventory management practices. | | | | - Collaborate with cross-functional teams to implement process improvements and drive operational efficiency in demand planning and procurement activities. | | | | Documentation: | | | | - Ensure compliance with all the relevant requirements and documentation related to product importation, customs clearance, and transportation. | | | | - Maintain accurate records of all supplier communications and meeting minutes | +------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------+ +---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------+ | Minimum Requirements | +=====================================================================================================================================================================================================================+ | EDUCATION\/ SKILL | | | | - Matric (Maths Higher Grade, Accounting) | | | | - Bachelor's degree in Supply Chain Management, Business Administration, Finance, or a related field. | | | | - Excel | | | | [EXPERIENCE\/BEHAVIOURAL COMPETENCIES]{.underline} | | | | - 3-5 years supply chain\/procurement experience, preferably in FMCG environment | | | | - Previous experience in procurement, demand planning, inventory management. | | | | - Strong analytical skills with proficiency in data analysis and interpretation. Experience using demand planning software, ERP systems (e.g., SAP, Oracle), and Microsoft Excel for data analysis and reporting. | | | | - Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams and external suppliers. | | | | - Detail-oriented with strong organizational skills and the ability to manage multiple tasks and priorities in a fast-paced environment. | | | | - Problem-solving mindset with the ability to identify issues, analyze root causes, and propose solutions to improve demand planning and procurement processes. | | | | - Ability to work independently and as part of a team, demonstrating a strong work ethic and commitment to achieving goals and objectives | | | | - Strong business acumen | | | | - Success in demanding fast paste negotiations | +---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------+ +--------------------------------------------------------------------------+ | Collaboration: Refers to formal and informal relationships. | +==========================================================================+ | Responsibility towards: | | | | - Direct reports - None | | | | - Key suppliers -- third party manufacturers, third party distributors | | | | - Internal stakeholders -- QA, Sales, Finance, Marketing, Operations | +--------------------------------------------------------------------------+ +----------------------------------------------------------------------------------------------------------------------------------------+ | General working conditions (e.g. shift work, drivers' license, specific tools, special clothing, environmental requirements, etc.) | +========================================================================================================================================+ | - Driver's License | | | | - May be required to work overtime when requested | +----------------------------------------------------------------------------------------------------------------------------------------+ +-----------------------------------------------------------------------+ | Travel | +=======================================================================+ | - None | +-----------------------------------------------------------------------+ Approval Manager Signature Date