Job Description

Purpose

• The Administrator: Procurement of goods and services provides support to the Procurement Manager and provides administrative assistance with the processing of requisitions, sourcing quotations, and processing orders. Assisting with correspondence and queries relating to the procurement of goods and services. Monitoring and evaluation of compliance with the policy on the procurement of goods and services.

Minimum requirements

• National Senior Certificate (NQF level 4)
•  2 years’ experience in a similar environment
• Computer literate

Recommendation 

• Preference will be given to candidates with ITS experience.

Duties and responsibilities

Manage suppliers 

• Sourcing, capturing, and validation of supplier data onto the supplier database and updating as needed.
• Maintaining supplier relationships.

Processing of purchase orders

• Prepare and administer purchase orders.
• Issuing of the purchase order to the relevant supplier and requestor

Inviting and sourcing of price quotations

• Sourcing quotes for relevant departments and selecting the most appropriate supplier in line with SCM policy.
• Ensuring the requestor submits the correct number of quotations as per SCM policy guidelines.
• Ensuring adherence to SCM Policy.
• Validations of Exemption letter, where applicable

Goods received vouchers

• Vetting of goods received vouchers to quotations, orders, invoices, and delivery notes/job cards.
• Confirm that the invoice is approved by the delegated official.
• Ensure invoice complies with the VAT Act in terms of valid tax invoices.
• Submission of invoices to the Creditors unit for payment.

Stock Management

• Formal requisition process and ordering for identified stock items.
• Capturing of procured stock in the inventory subsystem.
• Issuing of stock
• Monthly stock counts, preparation of count sheets, and follow-up on any differences with the stock listing on the inventory system.

Monitoring, evaluation, and reporting

• Relevant operational reports as and when required.
• Communicate and consult with relevant stakeholders.