Job Description Responsible for procurement effort on projects regarding all activities related to the purchase of goods and services, including, but not necessarily limited to, solicitation of bids, evaluation, risk assessment, compilation of purchase orders, administration, dispute resolution, purchase order close outs and ensuring complicit compliance with the agreed purchase order terms & conditions at all times.
Responsibilities - Assist with the preparation and issuing of procurement operating plans
- Assist with the preparation of procurement standards, documentation and procedures.
- Assist with the preparation and maintenance of project bidders list and supplier database.
- Assist project management with preparation of project progress reports.
- Ensure that procurement objectives and philosophies are adhered to.
- Prepare and maintain filing system (hard & soft) per prescribed project procedures.
- Ensure file check lists are maintained and updated.
- Action material requisitions raised by engineering and approved by project management.
- Issue request for quotations (RFQs).
- Attend to all queries during the tendering process.
- Receive, open, register and distribute tenders as prescribed per agreed project procedures.
- Analyse and adjudicate tenders commercially.
- Review commercial terms for compliance with company, client and project specific requirements.
- Ensure payment terms comply with project objectives.
- Arrange and participate in negotiations with suppliers.
- Maintain clarification logs and/or prepare & distribute clarification meeting minutes.
- Liaise closely with engineering to ensure alignment prior to issue of recommendation for award.
- Prepare commercial evaluation and recommendation for award for project manager/client approval.
- Prepare and issue draft purchase order for internal and supplier review and acceptance.
- Issue agreed purchase order for signature by authorised signatories.
- Ensure appropriate approvals are in place prior to any commitment made on behalf of company/client
- Enter purchase order commitments into the supply chain control system
- Issue letters of regret to unsuccessful bidders.
- Participate in "kick off" meetings.
- Ensure invoices comply with purchase orders and are registered in the supply chain control system
- Process invoices in accordance with purchase orders and ensure payment is made to suppliers.
- Administer all orders and ensure correspondence records are maintained
- Ensure confidentiality of information is maintained
- Prepare and issue purchase order amendments as necessary once authorised
- Prepare monthly purchase order FACs ensuring all issues known at time of forecast are reflected.
- Raise back charge notifications as relevant.
- Raise penalties for delay notifications as relevant.
- Initiate proper and timely purchase order close outs.
- Initiate release of bank guarantees and cash retentions.
- Coordinate suppliers claims against project insurance as appropriate.
Qualifications: - High school education
- Diploma in a related field
- Experience of procurement in the mineral processing plant field
Knowledge, skills and experience: - Be able to work under pressure and work on own initiative.
- Adept at problem solving and decision making
- High level of numeracy, writing skills, computer literacy and commercial understanding.
- Good oral communication, organisational and negotiating skills.
- Good interpersonal and communication skills for liaising with project personnel, suppliers & clients.
- Appreciation and participation in team behaviour within procurement & project team environments.
- Must be responsible, accurate and thorough in all areas.
- Thorough knowledge of and experience with computers and associated complex software packages.
Personal attributes: - Good communicator
- High energy
- Team player, dependable, cooperative, adaptive and persistent
- Ability to prioritize multiple tasks.
- High level of personal and professional integrity and must adhere to an ethical code of conduct
