Procurement Officer

Status Staffing • Other • Stellenbosch, South Africa • 3h ago

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EMPLOYMENT TYPE : Permanent
SECTOR : Procurement
BASIC SALARY : Market related
START DATE : A.S.A.P / Immediate

REQUIREMENTS:

Matric
Post Matric qualification in accounting, business management or a related field
Minimum of 3 years experience in purchasing role preferably within a FMCG environment
Work accurately, meticulous and high attention to detail
Excellent organizational, planning and time management skills
Fluent verbal and written English communication skills
Excellent decision-making skills
Ability to work under pressure and meet deadlines
Ability to multitask and prioritize
Goal and target driven
Effective listening skills
Good follow-up skills
Strong administration skills
Computer literate (MS Office)
SAGE Knowledge
A good understanding of Supply Chain processes
Strong Numerical skills
Problem solving
Dynamic, high-energy levels and drive
Strong team player, but also have the ability to work independently
Professional and confident communicator
Be patient, tactful, diplomatic and approachable
Customer service orientated
Ability to analyze and resolve problems
Ability to deal with change and ambiguity

DUTIES:

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
- Arrange collection of QC rejected stock within 48 hours of CAR being raised
- Obtain credit note of QC rejected stock within 7 days of QC stock being uplifted
- 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
Raise claims within 24 hours of notification of rework / downtime caused by 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
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: