Procurement Assistant

Location: Kempton Park

JOB PURPOSE
The Procurement Assistant will provide vital administrative and operational support to the Procurement Department. The role involves managing purchase orders, maintaining supplier relationships, tracking inventory, and ensuring compliance with company purchasing policies.
The ideal candidate will be highly organised, detail-oriented, and possess strong negotiation, interpersonal, and communication skills.

Duties & Responsibilities

KEY DUTIES & RESPONSIBILITIES
The main tasks and responsibilities associated with the position include, but are not limited to:

• Act as an interface between suppliers and the company regarding specifications and budgets.
• Conduct supplier reviews to ensure the best service and pricing.
• Monitor market trends, competitor strategies and market suppliers.
• Research and evaluate areas of opportunity and identify potential cost reductions.
• Review opportunities to generate business savings.
• Ensure suppliers comply with the required terms of reference.
• Assess tenders and quotations received from potential suppliers.
• Prepare purchase orders in line with final negotiations with selected suppliers and organisational targets and requirements.
• Contact suppliers to resolve pricing, quality, delivery or invoice-related issues.
• Ensure that all supplier B-BBEE certificates are valid and compliant according to company policy.
• Explore alternative sources for goods and materials.
• Manage problems and schedule changes to prevent delays or negative impacts on stock levels.
• Ensure the continuous supply of required goods and materials.
• Communicate any supply problems that may pose a risk to or impact business operations.

DAILY / WEEKLY RESPONSIBILITIES

• Process Goods Received and GRNs on the IT system.
• Manage returned spares from technician locations back to the warehouse.
• Create new coolers for Draught & Fountain and process credit notes to Location 811.
• Create new coolers received from ABI for Fountain and process credit notes to Location 804.
• Send an email to the relevant person for each completed GRN.
• Process and issue special-event requisitions.
• Assist Draught with any invoicing queries relating to shortages of spares.
• Request new item creation and asset creation using the relevant Excel template.
• Assist with issuing and returning physical stock for technicians in the warehouse.

WORKING CONDITIONS

• The position is primarily office-based.
• Limited travel may occasionally be required.

ADDITIONAL INFORMATION
Management and/or superiors may, from time to time, assign additional duties that must be carried out in a professional manner.
Management reserves the right to amend or alter this job description and the employee's specific tasks within the generally agreed scope of the appointment. Reasonable and lawful instructions may be given according to the changing and growing needs of the company.

Desired Experience & Qualification

PERSON SPECIFICATION
Qualifications & Experience

• Relevant Diploma or Degree in Business.
• 1–3 years' experience in a commercial purchasing, administration, or logistics role.

Skills & Knowledge Required

• Strong interpersonal skills.
• Ability to understand and interact effectively with suppliers and managers and attend to the needs of the company.
• Strong planning and organisational abilities with keen attention to detail and accuracy.
• Good time-management skills.
• Excellent communication skills.
• Ability to maintain a tidy, organised and accurately dated filing system.
• Strong document-keeping and record-management skills.
• Knowledge of B-BBEE, with specific focus on the procurement element.
• Knowledge of purchasing and sourcing concepts.
• Knowledge of stock control.

PERSONAL ATTRIBUTES

Written Communication The ability to express ideas clearly in memoranda, reports, letters and other documents using appropriate organisation and structure, correct grammar and language, and terminology suited to the characteristics and needs of the audience.
Verbal Communication The ability to express ideas effectively in individual or group situations, including non-verbal communication, while adjusting language and terminology according to the audience.
Conflict Management The ability to effectively manage and resolve conflict…