Procurement Assistant

PROCUREMENT ASSISTANT

Location: Isando, Gauteng

Salary: R8 000 – R10 000 CTC per month

Reports To: Head of Procurement / Procurement Manager

The Procurement Assistant will provide vital administrative and operational support to the Procurement Department. The role involves managing purchase orders, maintaining supplier relationships, tracking inventory, and ensuring compliance with company purchasing policies.

The ideal candidate will be highly organised, detail-oriented, and possess strong negotiation, interpersonal, and communication skills.

• Relevant Diploma or Degree in Business.

• 1–3 years' experience in a commercial purchasing, administration, or logistics role.

• Strong interpersonal skills.

• Ability to understand and interact effectively with suppliers and managers and attend to the needs of the company.

• Strong planning and organisational abilities with keen attention to detail and accuracy.

• Good time-management skills.

• Excellent communication skills.

• Ability to maintain a tidy, organised and accurately dated filing system.

• Strong document-keeping and record-management skills.

• Knowledge of B-BBEE, with specific focus on the procurement element.

• Knowledge of purchasing and sourcing concepts.

• Knowledge of stock control.

Written Communication The ability to express ideas clearly in memoranda, reports, letters and other documents using appropriate organisation and structure, correct grammar and language, and terminology suited to the characteristics and needs of the audience.

Verbal Communication The ability to express ideas effectively in individual or group situations, including non-verbal communication, while adjusting language and terminology according to the audience.

Conflict Management The ability to effectively manage and resolve conflict situations in the workplace.

Interpersonal Sensitivity The ability to demonstrate awareness of how others feel and show empathy towards the needs and feelings of others.

Teamwork A genuine intention to work cooperatively with others, contribute as part of a team, and work collaboratively rather than separately or competitively.

Business Acumen The ability to understand key business issues and relevant external factors impacting the success of the organisation.

Drive and Commitment The ability to set and achieve high standards of performance and demonstrate a strong bias towards action.

Tenacity The ability to remain committed to a position or course of action until the desired objective is achieved or is no longer reasonably attainable.

Negotiation The ability to effectively explore alternatives and positions in situations involving different opinions and objectives to reach outcomes that gain the support and acceptance of all parties.

Persuasiveness The ability to communicate convincingly and influence others.

Planning, Organising & Controlling The ability to establish courses of action for oneself and/or others to ensure the efficient completion and control of work.

Task Structuring Plans, prioritises and structures own work, seeks closure, achieves objectives and effectively manages time.

Analytical Thinking The ability to identify causal relationships and use logical processes to break larger problems into manageable components in a systematic manner.

Judgement The ability to evaluate information, carefully consider a range of possibilities and demonstrate logical reasoning.

Decision Making The ability to arrive at sound conclusions and decisions.

Adaptability The ability to maintain effectiveness when changes occur within the working environment.

Motivation & Work Ethic Must demonstrate enthusiasm and commitment and continually contribute towards maintaining high standards of excellence. The successful candidate must demonstrate fairness, integrity and a strong work ethic.

The main tasks and responsibilities associated with the position include, but are not limited to:

• Act as an interface between suppliers and the company regarding specifications and budgets.

• Conduct supplier reviews to ensure the best service and pricing.

• Monitor market trends, competitor strategies and market suppliers.

• Research and evaluate areas of opportunity and identify potential cost reductions.

• Review opportunities to generate business savings.

• Ensure suppliers comply with the required terms of reference.

• Assess tenders and quotations received from potential suppliers.

• Prepare purchase orders in line with final negotiations with selected suppliers and organisational targets and requirements.

• Contact suppliers to resolve pricing, quality, delivery or invoice-related issues.

• Ensure that all supplier B-BBEE certificates are valid and compliant according to company policy.

• Explore alternative sources for goods and materials.

• Manage problems and schedule changes to prevent delays or negative impacts on stock levels.

• Ensure the continuous supply of required goods and materials.

• Communicate any supply problems that may pose a risk to or impact business operations.

• Process Goods Received and GRNs on the IT system.

• Manage returned spares from technician locations back to the warehouse.

• Create new coolers for Draught & Fountain and process credit notes to Location 811.

• Create new coolers received from ABI for Fountain and process credit notes to Location 804.

• Send an email to the relevant person for each completed GRN.

• Process and issue special-event requisitions.

• Assist Draught with any invoicing queries relating to shortages of spares.

• Request new item creation and asset creation using the relevant Excel template.

• Assist with issuing and returning physical stock for technicians in the warehouse.

• The position is primarily office-based.

• Limited travel may occasionally be required.

Management and/or superiors may, from time to time, assign additional duties that must be carried out in a professional manner.

Management reserves the right to amend or alter this job description and the employee's specific tasks within the generally agreed scope of the appointment. Reasonable and lawful instructions may be given according to the changing and growing needs of the company.