Procurement Administrator – Suppliers

Procurement Administrator - Suppliers

PURPOSE

As a Procurement Administrator – Suppliers you will be responsible for supporting the procurement team by performing supplier related administrative and procurement duties. In this role, you will be responsible for supporting the procurement team by performing a range of supplier-related administrative and procurement duties. This includes managing supplier communications, assisting with the onboarding of new suppliers, and ensuring all supplier documentation is up-to-date and accurately filed. You will be expected to track and process purchase orders, monitor supplier performance and delivery timelines, and maintain accurate records of supplier agreements and contracts. Additionally, you will handle invoice reconciliation and resolve any discrepancies in collaboration with the finance team. Your role will also involve analysing supplier data to identify cost-saving opportunities and supporting procurement-related reporting. Strong attention to detail, organizational skills, and the ability to manage multiple tasks effectively will be crucial in this position.

REQUIREMENTS

Grade 12 certificate.
A tertiary qualification in Business Administration, Supply Chain Management, Logistics or any related fields.
Prior experience in a retail environment will be an added advantage.
2-3 years relevant working experience in retail or in a related industry.
Excellent written and verbal communication skills (English & Afrikaans).
Proficient in Microsoft Office suite particularly Excel and familiarity with an ERP system.
Ability to analyse supplier data to track performance, compliance, and identify potential improvements.
Exceptional attention to detail for accurately handling supplier contracts, purchase orders, and other documentation.
Understanding of end-to-end procurement processes, including sourcing, contracting, purchase order creation, and supplier onboarding.
Excellent organizational and multitasking skills.
Ability to address and resolve supplier issues, discrepancies in invoices, and other procurement-related challenges.
A valid driver’s licence.

KEY RESULT AREAS

Processing and communicate “requests for credits” with relevant suppliers.
Attend and/or resolve any administrative requirements as set out by our policy and/or supplier’s requirements (warranty process) for items to be destroyed (as per supplier instruction), returned to supplier for either replacement or repairs
Follow ups with suppliers on progress/status of outstanding credits
Ensure all required paperwork (as per company policy) is filed electronically and hardcopy for audit purposes.
Liaise with supplier’s representative during supplier visits to resolve any outstanding credits or to conduct either product inspection / testing.
Update of expected delivery date and/or do split line deliveries where products will be delivered on different delivery date (split quantities).
Generate and distribution of back-order reports to suppliers.
Follow up of back-order reports.
Update expected delivery dates as set out by supplier in back-order report.
Delete overdue order that are no longer valid after verification with the relevant procurement specialist, product owner, branch manager and supplier.
Stay up to date with new products, services and features.

PERSONAL

In our fast-paced environment, the candidate must be a highly motivated self-starter, being able to work in a team and individually with the right integrity.

More information can be requested via telephone: +264 61 555 555
Applicants from designated groups are encouraged to apply. | ONLY shortlisted candidates will be contacted