Procurement Assistant – 3-Month Contract – Pretoria
Supply Chain
Pretoria – Gauteng
Procurement Assistant – 3-Month Contract – Pretoria
Salary: up to R13k pm (Based on Experience)
Purpose of the role:
To ensure the efficient administration of the Procurement process for the Company in compliance with regulatory requirements.
Minimum Requirements and Experience:
- Grade 12
- Diploma in Supply chain Management
- Minimum 3 years Procurement experience
- Including experience in the administration of tenders.
- Experience within public sector, state-owned entities or large corporates would be advantageous.
Key Performance Areas:
Process purchase orders:
- Process requests received from Divisions in a timely manner, checking that all required documentation is included before forwarding for approval.
- Obtain quotations from standard suppliers, making sure that all the necessary supporting documentation is received.
- Prepare all procurement documentation as required by stipulated policy and procedures.
- File all documentation received appropriately, so that it is available for audit purposes.
- Confirm that amounts on the quote are accurately recorded on the purchase order, follow up on discrepancies.
- Follow up on long outstanding purchase orders with the relevant stakeholders, as required.
Assist in managing the Procurement process:
- Receive authorized requisitions from the Procurement Specialist, initiate the required process for procurement within the established threshold.
- Co-ordinate the Bid Committee process for projects above the established threshold.
- Set up a Bid Evaluation Committee, involving the relevant Divisional Managers.
- Prepare the required documentation for the meeting in accordance with relevant procedures.
- Facilitate the Bid Committee Meeting, ensuring that evaluations are conducted against tender document specifications.
- Co-ordinate final approval of recommended Suppliers with the Bid Adjudication Committee and the Commissioner, following the stipulated process and procedure for confirmation.
- Send weekly updates on requisitions received to end users to achieve customer satisfaction.
- Communicate the need to appoint specialized expertise, in deviation to the standard procedure, for the Procurement Specialist’s attention.
- Follow up with relevant stakeholders in various Divisions to resolve queries related to the Procurement process.
Assist with the management of contracts:
- Monitor status of current contracts weekly, checking when contracts are due to end.
- Update the contract register monthly, submitting an accurate status of current contracts to the Procurement Specialist.
- Maintain an up to date, accessible file of all contracts.
- Maintain the Supplier database:
- Deal with responses received to advertisements placed in accordance with standard procedure, capturing information submitted accurately.
- Follow up on receipt of all valid documentation required from suppliers in accordance with standard procedures.
- Capture Supplier’s details onto the system daily, confirming accuracy of information against supporting documentation.
- Compile a monthly report providing details of all new suppliers and changes to existing suppliers, for review by the Procurement Specialist, meeting deadline for submission.
Assist with Inventory management:
- Check the system to establish stock availability and requirements, weekly.
- Compile a list of stationary requirements and send to the Procurement Specialist for authorization by due date.
- Allocate item identification numbers in accordance with the established system to place the order.
- Receive stock, following standard procedures, updating stock records upon receipt.
- Capture Inventory journals weekly, ensuring accurate information is reflected by due date.
- Check that issuing of stationary is done in compliance with standard procedures.
- Conduct planned stock counts throughout the year, as scheduled.
- Provide timely reported feedback to the Procurement Specialist on slow moving items and any irregularities identified in stock movement.
Records Management:
- Records Management: effective records management completeness of audit packs (RFQ’s, Bids administrative process documents), Contracts)
NB: Should you not be contacted within 2 weeks of your application, please consider it as unsuccessful.
