ISM Procurement Administration Assistant – 6 Months FTC Job at Massmart

Job Summary:

• The Administrative Assistant (Procurement) is required to provide accurate and policy-compliant procurement administrative support across the Procure-to-Pay (P2P) process, ensuring that requisitions are accurately converted into purchase orders using approved suppliers and contracts, and that all transactional activities are aligned to procurement policies, systems, and business rules. The role is also responsible for supporting Massmart’s compliance, service delivery, and process integrity across the Indirect Spend Management (ISM) value chain.

Job Responsibilities:

Procure-to-Pay (P2P) Administration

• Create and process purchase requisitions and purchase orders using approved suppliers, contracts, and pricing.
• Ensure accuracy in vendor selection, pricing, cost centres, and goods receipting (GRN), in line with P2P process guidelines.
• Collaborate with Accounts Payable, Sourcing, Master Data, and users to resolve P2P queries and payment issues.
• Support GRN clearance and invoice submission tracking where applicable.
• Adhere strictly to ISM procurement policies and procedures across all activities.
• Ensure completeness and accuracy of records to support audit readiness.
• Update transactional reports and escalate recurring or unresolved issues.

Compliance and Controls

• Ensure all activities comply with procurement and anti-corruption policies.
• Flag and escalate any instances of non-compliance, incorrect supplier use, or pricing deviations.
• Support audit and control teams with documentation requests and action tracking.
• Promote adherence to internal controls and document management procedures.

Stakeholder Engagement and Communication

• Maintain ongoing communication with internal users, stores, and sourcing teams to clarify requirements and timelines.
• Support effective use of suppliers through training and query resolution.
• Ensure transparency by updating shared drives, portals, and dashboards with current documentation, forms, and SOPs.
• Identify and escalate process improvement opportunities through feedback channels.

User Enablement and Process Training

• Support users with navigation of procurement systems and tools (SAP, procurement portals).
• Provide one-on-one or group training during roll-out of new processes, systems, or contract changes.
• Assist in educating new users on procurement protocols, vendor catalogues, and requisition accuracy.
• Ensure training sessions support user compliance, reduce errors, and improve turnaround time.

Minimum Academic, Professional Qualifications and Experience required for this position:

Qualifications:

• National Diploma in Procurement/ Supply Chain Management/ Operations Management/ Finance/Business/ Commercial related qualifications.
• Bachelors Degree/ Advanced Diploma in Procurement/ Supply Chain Management/ Operations Management/ Finance/ Business/ Commercial related qualifications advantageous.

Experience:

• 2+ years of experience in procurement operations/ administration within a shared services or retail environment.
• Experience with systems or processes for tracking and managing internal and external queries advantageous.

Technical Skills:

• Working knowledge of ERP systems (e.g., SAP) with specific experience in procure-to-pay modules (e.g., creating PRs, POs, GRs, invoice submission).
• Familiar with procurement systems, e-procurement platforms, and potentially catalogue management or guided buying functionalities.
• Proficient in Microsoft Word, Excel (for basic data entry, simple formulas), and Outlook (or Google Docs, Sheets, Gmail) for daily administrative tasks and communication.
• Solid understanding of the end-to-end procure-to-pay process and related system functionalities.
• Proficiency in using collaboration platforms (e.g., Microsoft Teams, Google Meet) for internal communication and task coordination.
• Proven ability to accurately input and maintain data in various systems

Core Competencies:

• Meticulous in executing tasks, ensuring precision in all data entry, document verification, and transactional processing to minimize errors.
• Strong ability to understand, follow, and consistently adhere to established procure-to-pay processes and procedures.
• Committed to providing excellent service and support to internal customers and external suppliers, ensuring their queries are handled efficiently and professionally.
• Ability to identify and resolve routine operational issues related to procurement transactions and queries effectively.
• Demonstrates a strong sense of ownership for assigned tasks, takes accountability for results, and strives to meet performance targets and SLAs.
• Acts with integrity and ensures strict adherence to all company policies, ethical standards, and anti-corruption guidelines.
• Clear, concise, and professional communication (written and verbal) when interacting with internal colleagues and external suppliers.
• Works collaboratively within the procurement administration team and with cross-functional stakeholders to achieve common goals.
• Ability to adapt to changing processes, systems, and priorities, and a willingness to continuously learn and develop new skills.