Procurement Creates purchase orders within 24 hours of scheduled productions, according to SAGE requirements and forwards copies to Suppliers Purchase orders need to be created with the correct pricing based on quote or price list before sending to the suppliers. Daily evaluate (scheduled runs vs purchase orders) requirements maintaining and reviewing SAGE purchase orders Ensures delivery details, cancellations and/or amendments to POs (quantity, dates, etc) are always confirmed in writing and updated on sage within 24 hours. Compiles and forwards a PO Listing to all Suppliers by Thursday weekly to get confirmation on delivery date, quantity and price by Friday weekly. All Confirmation dates are to be confirmed in writing. Follow up with suppliers daily on missing confirmation dates, resolve short / oversupply, missed or late deliveries, other problems and ensures closure of purchase orders accordingly. Monitors 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 received Flags problems with timing of dry goods delivery dates at least 2 (two) weeks before the production commences. Provides production team / P&P Manager with feedback of order status before or during production meetings three times a week. Maintaining accurate purchase and pricing records. Administration Prepares, maintains and reviews quality insurance certificates, reports and price lists of suppliers Capturing of Deliveries on SAGE (Receipting) in absence of Procurement Clerk all updated by 11 am the following day. Ensures Purchase Orders are updated with the correct pricing prior to receipting and stamps delivery note as price checked. Monitors quote sign offs, ensuring all quotes are signed and returned within 24 hours of receipt. Ensures 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 hours Ensures all approved quotes are filed and kept on record Issue completed deviations were at least 72 hours prior to production. Corrective Action Requests OWS Obtain CAR from Quality were required and liaise with supplier within 24 hours of complaint received. Arrange collection of QC rejected sample within 24 hours of CAR being raised Obtain Root Clause and Loop Closure on all CARs within 7 days of CAR being raised. Raise claims were required within 24 hours of CAR being sent to Supplier Responds to customer and supplier inquiries about order status, changes, or cancellations within 24 hours Monthly 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 month. Notify 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 closure. Manage department expenditure within budget guidelines. Preparing budgets, cost analyses, and reports. Support creditors function by investigating and actioning supplier invoice queries promptly Monthly update of Service Level Agreement and Key Performance Indicators with other departments. Liaison with finance on unresolved issues and queries. Assistance 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 levels Daily 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 system Maintains delivery dates to ensure stock is receipted 2 (two) days before production and not earlier (unless approved by management) adhering to JIT system. Assists in stock taking reconciliations as required according to the stock taking procedures. Monitors in-house inventory movements on system ensure stock at all sites are taken into account Arrange collection of returnable stock weekly Creates return notes within 24 hours of upliftment and forwards copies to Suppliers Monitors and maintains stock, ensuring that aged stock and old vintages are used based on FIFO Reviews any age stock weekly and does full investigation on purchasing history and future requirements. Prepares, maintains and reviews write-offs where required. When required visit bottling and or warehouse areas with appropriate provided PPE. Quality Management System, Health, Safety and Housekeeping Adheres to QMS standards and procedures Follows QMS protocol as described by QMS procedures Adheres to the set GMP protocol and participates in various quality seminars Ensure COC/COAs are received with the relevant delivery notes Purchasing Dry Goods in-line with purchasing-policies and procedures Supplier Management Maintain good business relations with suppliers to ensure best possible service Quarterly complete supplier monitoring records Supplier performance monitoring (On time and in full) Supplier Price Competitiveness / Comparison Researching and evaluating prospective suppliers Send quarterly customer evaluation records to suppliers. Relevant Diploma/Degree Implementing and maintaining of PRPs and HACCP TRACEABILITY Understanding the Requirements SAGE Post Matric qualification in accounting, business management or a similar field would be advantageous. Minimum of 3 years experience in purchasing role preferably within a FMCG environment.
