Procurement Administrator at BDO South Africa

Primary Purpose of the Job

• To provide support to the procurement department with meeting its deliverables on administrative tasks, manage multiple smaller commodities, obtaining B-BBEE certificates for all suppliers, manage the supplier onboarding process, perform supplier payment analysis, and engaging with various stakeholders. 

Main Duties and Responsibilities

• Conduct supplier evaluations prior to onboarding for the required service.
• Conduct market research to identify potential suppliers and evaluate their capabilities.
• Provide support to the Procurement team during the RF (x) process:
  • Phone potential bidders to notify them of the upcoming invitations.
  • Email invitation to bidders upon instruction by Procurement Manager.
  • Build a register with contact details and responses.
  • Create a Teams site and save all documents throughout the process.
  • Ensure that the Teams site is always updated.
  • Email bidders when required.
  • Book meetings when required.
  • Assist with the drafting of the documents.
• Ensure that the company’s procurement is in line with the requirements of the Broad Based Black Economic Empowerment Codes as it relates to Supplier and Enterprise Development and ensure that certificates are updated and only suppliers at the minimum defined BEE levels are engaged with and that the BEE codes are interpreted and implemented correctly as far as procurement is concerned. The Procurement Administrators function will be to:
  • Follow up on outstanding Certificates in partnership with BEE.
  • Make sure Maconomy is updated with the latest BEE certificate.
  • Input supplier registration/VAT details on Maconomy.
  • Setup recurring meetings.
• Provide support to the Procurement team with supplier categorisation:
  • Categorize all suppliers spend.
  • Update Maconomy with category information.
• Managing the supplier onboarding process, and perform the following tasks:
  • Maintain documents on SharePoint when required.
  • Maintain accurate supplier information on the supplier management system.
  • Manage the supplier onboarding process and outline any supplier risk.
• Perform the following function for payment term analysis:
  • Report on suppliers that are earmarked to be paid monthly.
  • Input payment frequency and payment terms on Maconomy.
  • Perform payment terms analysis on a regular basis.
  • Engage with the support of the Procurement Manager the Creditors team
• Assist the procurement team with Contract Management capabilities:
  • Ensuring that the contract register is updated
  • Facilitating the ISMS contract meeting update, and keeping all stakeholders informed where deliverables are outstanding.
  • File documents on Teams.
  • Always keep Teams and Spotica updated.
• Liaise with suppliers and negotiate terms under instruction from the Procurement Manager.
• Prepare reports and provide analysis on procurement activities and performance.
• Build and maintain highly professional relationships with suppliers and customers.
• Comply with internal business policies and procedures and ensure that this enforced and adhered to.

Requirements

Qualifications, Experience, Knowledge and Skills

Qualifications 

• Diploma in Procurement or Commerce.
• Studying towards a CIPS qualification – beneficial

Experience

• 1-3 years procurement experience in procurement 

Knowledge 

• Knowledge of Procurement
• Financial knowledge will be advantageous
• Analytical and problem-solving skills
• Procurement software

Competencies: Technical and Behavioural 

Technical Competencies

• Proficient in Excel, Word and Teams
• Knowledge of an ERP system would be advantageous.
• Good verbal and written Communications Skills
• Strong analytical and problem-solving skills
• Project Management
• Supplier Management

Behavioural Competencies

• Good analytical and problem-solving skills
• Ability to work as a team member.
• Good oral and written communication skills
• Time Management
• Innovative
• Ethical Behaviour

BDO Core Competencies

• Relationships and Collaboration
• Exceptional Client Service
• Business Growth
• Engaging people
• Leadership
• Quality, Risk management and Operational performance