Procurement Officer

START DATE : A.S.A.P / ImmediateREQUIREMENTS:MatricPost Matric qualification in accounting, business management or a related fieldMinimum of 3 years' experience in purchasing role preferably within a FMCG environmentWork accurately, meticulous and high attention to detailExcellent organizational, planning and time management skillsFluent verbal and written English communication skillsExcellent decision-making skillsAbility to work under pressure and meet deadlinesAbility to multitask and prioritizeGoal and target drivenEffective listening skillsGood follow-up skillsStrong administration skillsComputer literate (MS Office)SAGE KnowledgeA good understanding of Supply Chain processesStrong Numerical skillsProblem solvingDynamic, high-energy levels and driveStrong team player, but also have the ability to work independentlyProfessional and confident communicatorBe patient, tactful, diplomatic and approachableCustomer service orientatedAbility to analyze and resolve problemsAbility to deal with change and ambiguity DUTIES: Procurement: Creates purchase orders within 24 hours of scheduled productions, according to SAGE requirements and forwards copies to SuppliersPurchase orders need to be created with the correct pricing based on quote or price list before sending to the suppliersDaily evaluate (scheduled runs vs purchase orders) requirements maintaining and reviewing SAGE purchase ordersEnsures delivery details, cancellations and/or amendments to PO's (quantity, dates, etc.)
are always confirmed in writing and updated on sage within 24 hoursCompiles and forwards a PO Listing to all Suppliers by Thursday weekly to get confirmation on delivery date, quantity and price by Friday weeklyAll Confirmation dates are to be confirmed in writingFollow up with suppliers daily on missing confirmation dates, resolve short / oversupply, missed or late deliveries, other problems and ensures closure of purchase orders accordinglyMonitors stock holding of dry goods at suppliers and maintains and amends SAGE purchase orders to account for stock at supplier within 24 hours of information receivedFlags problems with timing of dry goods delivery dates at least 2 (two) weeks before the production commencesProvides production team / P&P Manager with feedback of order status before or during production meetings three times a weekMaintaining accurate purchase and pricing records.
Administration: Prepares, maintains and reviews quality insurance certificates, reports and price lists of suppliersCapturing of Deliveries on SAGE (Receipting) in absence of Procurement Clerk – all updated by 11 am the following dayEnsures Purchase Orders are updated with the correct pricing prior to receipting and stamps delivery note as price checkedMonitors quote sign offs, ensuring all quotes are signed and returned within 24 hours of receiptEnsures quote sign offs are within standard cost – (unless approved by management/sales rep)Informs Management in writing of any incorrect standard cost/ price list on the Sage system within 24 hoursEnsures all approved quotes are filed and kept on recordIssue completed deviations were at least 72 hours prior to productionCorrective Action Requests OWS: Obtain CAR from Quality were required and liaise with supplier within 24 hours of complaint receivedArrange collection of QC rejected sample within 24 hours of CAR being raisedArrange collection of QC rejected stock within 48 hours of CAR being raisedObtain credit note of QC rejected stock within 7 days of QC stock being upliftedObtain Root Clause and Loop Closure on all CARs within 7 days of CAR being raisedRaise claims were required within 24 hours of CAR being sent to Supplier Raise claims within 24 hours of notification of rework / downtime caused by supplierResponds to customer and supplier inquiries about order status, changes, or cancellations within 24 hoursMonthly follow up with suppliers to get confirmation of stock levels and aged stock expected to come in by the end of the month, no later than the 15th of each monthNotify Dry Goods of stock which must be delivered, due to call off expiry, 3 days before the date the stock needs to arrive (for storage allocation)Track and report key performance indicators to reduce expenses and improve effectiveness by way of root cause and loop closureManage department expenditure within budget guidelinesPreparing budgets, cost analyses, and reports.Support creditors function by investigating and actioning supplier invoice queries promptlyMonthly update of Service Level Agreement and Key Performance Indicators with other departmentsLiaison with finance on unresolved issues and queriesAssistance with Ad hoc duties within Procurement team Stock Control: Managing inventories by monitoring and controlling stock levels to ensure stockholding in stores is kept at minimum stock levelsDaily adjust orders quantity and dates (scheduled runs vs stock on hand and purchase orders) requirements ensuring that stock is kept at a minimum and on a JIT systemMaintains delivery dates to ensure stock is receipted 2 (two) days before production and not earlier (unless approved by management) adhering to JIT systemAssists in stock taking reconciliations as required according to the stock taking proceduresMonitors in-house inventory movements on system – ensure stock at all sites are taken into accountArrange collection of returnable stock weeklyCreates return notes within 24 hours of upliftment and forwards copies to SuppliersReviews any age stock weekly and does full investigation on purchasing history and future requirementsPrepares, maintains and reviews write-offs where requiredWhen required visit bottling and or warehouse area's with appropriate provided PPE Quality Management System, Health, Safety and Housekeeping: Adheres to QMS standards and proceduresFollows QMS protocol as described by QMS proceduresAdheres to the set GMP protocol and participates in various quality seminarsEnsure COC/COA's are received with the relevant delivery notesPurchasing Dry Goods in-line with purchasing-policies and procedures Supplier Management: Maintain good business relations with suppliers to ensure best possible serviceQuarterly complete supplier monitoring recordsSupplier performance monitoring (On time and in full)Supplier Price Competitiveness / ComparisonResearching and evaluating prospective suppliersSend quarterly customer evaluation records to suppliers HOURS: Monday to Friday: 08:00 – 17:00