Duties & Responsibilities
Ensure to maintain inventory levels and materials in line with the companies’ operational requirements.
1. Sourcing
- Be an ambassador for Nice Group SA, its brand and convey this in your daily conduct.
- Continually source various electronic and electromechanical components, products or services that will enhance and add value to the company’s competitive edge on a local and international level.
- Offer alternatives to the company.
- Manage the outsourcing of sub-assemblies for both Electronics and Mechanical.
- Participate in the qualification process of sub-assembly manufacturers.
2. Tenders and Negotiations
- Prepare and issue tenders for call-off orders by obtaining quotes, negotiating price and delivery terms and ensure compliance with the company policies, procedures, practices and standards.
- Analyse tenders for accuracy and cost reduction opportunities, summarize results and recommend a sourcing strategy both locally and internationally.
- Analyse and negotiate to reduce overall cost but not at the expense of quality.
3. Purchase Orders, Contingency planning and logistics
- Process and manage purchase orders accurately for all commodities, submit orders timeously and follow up accordingly.
- Maintain and work off the MRP to ensure all orders are placed correctly and timeously.
- Compile monthly purchase order schedule and submit to stores personnel.
- Compile consolidated call-off purchase order report for budgeting control.
- Review and follow up on open/outstanding purchase orders.
- Monitor and maintain all purchase orders on Sage relating to due dates and validity. All non-valid purchase orders are to be cancelled with reasons.
- Generate purchase orders for marketing material, brochures, etc.
- Provide a continuous uninterrupted flow of all materials, suppliers and services required by the company to enable it to operate daily.
- Do contingency planning in the event of material problems.
- Ensure logistics are in place for timely delivery of all imported goods i.e., transport, clearing documents, etc.
4. Assist Management with purchasing capital equipment when required
- During the process of Purchasing Capital Equipment, ensure the following information is relevant & accurate:
- Component specifications/data sheets – Verify with R&D
- Engineering drawings of machine parts – Verify with R&D
- Retrieve comparative quotes from alternative suppliers, ensuring that the quotes are comparing the same specifications/data/information.
- Before placing an order for capital equipment, ensure that the items & expenditure being ordered have been approved by Management:
- Manage the purchasing budget in a cost-effective manner and ensure compliance with the approved budget. Overspending must be approved by the Operations Manager/MD.
- Keep a proper approved and signed supplier sample reference library.
- Monitor, maintain and improve daily the quality standards of suppliers by evaluating price, quality, service, support, availability, reliability, reputation, and history.
- Complete weekly a supplier vetting schedule.
- Manage daily the purchasing budget.
- Monitor price increases daily and communicate changes to the Planning & Procurement Manager & the Operations Manager and/or any other stakeholder.
- Utilise daily the production schedule to monitor manufacturing output, ensuring inventory levels are in step with production requirements.
- Participate in cross-functional teams to identify and resolve problems or improve processes and/or unacceptable poor service.
- Notify suppliers of any faulty or non-conformance products and arrange for replacement where possible.
- Work closely with Development, Quality and Manufacturing Engineering to monitor and correct all supplier non-conformance issues.
- Determine and verify claim responsibilities with regards to faulty components, damaged goods.
5. SARS
- Stay current with SARS custom tariff codes on products as well as customs procedures and ensure to use the correct tariff codes to avoid penalties.
6. Forecasting
- Verify within the 1st week of each month that the planned orders are in line with the Sales forecast, using the updated Procurement orders vs Sales FCT report (updated by the Planning and Procurement Manager), to ensure that stock outs are avoided.
- Take known shipping delays on import items into account.
- Communicate any delays on receiving stock as originally planned to the Planning and Procurement Manager, as well as the Operations Manager, as soon as the delays are verified.
- Facilitate regular forecast and planning meetings and communicate with all relevant stakeholders to ensure forecasting is in line with operational requirements.
7. Maintain an effective and accurate inventory record system
- Maintain the accuracy of purchase item data and planning parameters in Sage, including creating or sourcing from the relevant departments or suppliers.
- Maintain records of correspondence/contracts or any relevant data of suppliers.
8. To ensure superior customer service to internal and external customers
- Cultivate positive and superior business relationships with suppliers for the purpose of maintaining inventory levels and materials.
- Pro-actively manage internal customer relationships with key decision makers and influencers.
- Pro-actively identify, initiate and nurture relationships with suppliers over the phone, verbally, via email, Teams or any other form of communication.
- Pro-actively manage and resolve any issues related to suppliers (accounts, billing, tenders) and recommend process improvements where necessary.
- Manage supplier account services through quality checks and follow-up daily, weekly and monthly.
- Report supplier relationship risks immediately to the Planning and Procurement Manager/Operations Manager with solutions on how to reduce the risk immediately.
9. To pro-actively manage all the administration/reporting functions related to the buying Department
- Compile and submit documents and reports according to the company's prescribed format and adhere to the principle of attention to detail when completing reports or documents.
- Do follow-ups and provide feedback in accordance with reporting channels.
- Maintain buyer related information/records/lists/processes independently for referrals, reports and audit purposes.
- Optimise standard and available electronic tools (e.g., PowerPoint presentations, Microsoft Outlook, Sage, Excel, Word).
- Apply transparent and correct procedures and adhere to 100% with all relevant legislation, company policies, procedures, and practices (e.g., no compromising or irregularities occurred).
- Compile daily, weekly or monthly reports for the Management on the specified due dates.
- Compile any other reports requested by Management.
- To ensure you maintain an effective and efficient filing system (electronic and hardcopy).
Desired Experience & Qualification
A diploma will be an advantage in Purchasing Management.
Experience
3-6 years’ experience in buying in the electronic manufacturing industry.
3 years’ experience in Material Requirements Planning (MRP) system/software.
Other requirements
Must be a South African citizen.
Must have a valid driver's licence.
Must be able to work independently.
Ability to work under stress.
Must be willing to work weekdays, weekends and public holidays if and when required or overtime by agreement.
Technical ability will be an advantage.
Multi-tasked oriented.
Must be willing to learn.
SAGE Evolution and Excel.
Package & Remuneration
Market Related
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