Administrator: Vendor and Special Arrangements

SUMMARY:
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POSITION INFO:

Requirements:

• A matric is essential.
• 4 years of experience in Administration.
• 4 years of experience in Buying/Procurement.
• Invoice management skills, including tracking, verification, and discrepancy resolution.
• Knowledge of accounts receivable processes and vendor applications.
• Proficiency in document management systems.
• Strong record-keeping and filing skills.

Responsibilities:

• Prepare, verify, and submit new supplier registration forms online and manual submissions.
• Coordinating the compilation of required documentation, including sending out declarations of interest and documenting all responses.
• Administering the end-to-end tender acquisition process by preparing, coordinating, and sending the required
  documentation timeously.
• Maintaining registrations and updating of renewed compliance documents on the client dashboard as required.
• Document all registrations completed and keep all key stakeholders informed of the status and location of required documents.
• Maintaining an accurate filing record of supplier information that is easily accessible by the team/department.
• Updating vendor applications for accounts receivable purposes.
• Checking and verifying invoices/documentation/information provided against standard requirements before sending invoices to clients.
• Following up on and resolving all vendor invoice-related queries and following up on invoice payments.
• Coordinating and maintaining SLAs and special arrangement clients, ensuring agreements are in place by following standard operating procedures.
• Preparing monthly recons for distribution to relevant stakeholders and confirming payment statuses.
• Adhering to and enforcing the best practice service standards, statutory, and regulatory compliance applicable to the finance function.