Buyer Procurement Officer

SUMMARY:
Buyer, Procurement, Officer

POSITION INFO:

Purpose of the Role

To manage local supplier orders, monitor deliveries, maintain accurate procurement records, and ensure competitive pricing. This role supports effective stock planning, timely Goods Received Voucher (GRV) processing, supplier performance monitoring, and compliance with food safety standards.

Key Responsibilities

• Purchase Order Management: Create accurate and timely purchase orders for local suppliers, ensuring all orders align with procurement schedules and forecasted requirements. Confirm all orders within 24 hours and update expected delivery dates accordingly.
• Expediting and Follow-Up: Proactively liaise with suppliers to ensure on-time delivery. Escalate any delays or discrepancies to procurement and planning teams. Maintain up-to-date Estimated Time of Arrival (ETA) records in the procurement tracker.
• Supplier Communication & Administration: Maintain daily communication with key local suppliers. Keep supplier contact lists and pricing files current. Ensure quotes and pricing information are regularly reviewed and properly filed.
• Competitive Pricing Management: Source multiple quotations where applicable. Monitor price fluctuations and identify cost-saving opportunities. Flag any price increases or anomalies for approval.
• GRV (Goods Received Voucher) Processing: Ensure timely and accurate processing of GRVs in collaboration with the warehouse team. Match GRVs to purchase orders and supplier invoices, resolving discrepancies promptly with suppliers or internal teams.
• Stock Monitoring Support: Monitor local stock levels and alert the team to risks of overstocking or stockouts. Compare forecasted versus actual usage and recommend adjustments as necessary.
• Data Entry & Record Keeping: Maintain 100% accurate procurement data across all trackers. Ensure purchase orders, quotes, GRVs, and compliance documents are correctly filed and accessible.
• Support Forecasting Activities: Assist in gathering historical consumption and lead time data. Provide insights into supplier reliability and ordering trends.
• Vendor Performance Tracking: Record supplier performance issues, including late deliveries and non-conformances. Participate in quarterly supplier reviews and performance scoring.
• Support Food Safety & Compliance: Ensure full documentation (Certificates of Analysis, Certificates of Conformity, specifications) is requested and received from suppliers.
• Internal Collaboration: Work closely with warehouse, planning, and finance teams on a daily basis. Participate in weekly procurement and stock planning meetings.

Key Competencies

• Attention to Detail: Ensures accuracy in orders, GRVs, and data entries.
• Communication: Demonstrates clear and professional interaction with suppliers and internal teams.
• Time Management: Prioritises workload effectively to meet order cycles and delivery deadlines.
• Proactivity & Initiative: Actively follows up on deliveries and pricing discrepancies.
• Analytical Thinking: Utilises reports to identify trends and opportunities for improvement.
• Team Collaboration: Supports team priorities and contributes to resolving cross-functional challenges.

Required Minimum Education & Work Experience

• Grade 12 (Matric) or equivalent.
• Qualification in Procurement or Supply Chain Management.
• Procurement experience is preferred.
• Proficient computer skills, particularly in Microsoft Excel.
• Strong attention to detail.
• Excellent communication skills.
• Good organisational and time-management abilities.
• Analytical and problem-solving skills.