Buying Administrator

Key Responsibilities:
Procurement Operations:

• Prepare and process purchase orders based on approved purchase quotations and departmental requisitions.
• Monitor and follow up on purchase orders, confirming supplier delivery dates and ensuring ontime delivery.
• Arrange daily collections or deliveries to stores and coordinate with logistics where necessary.
• Ensure all procurement documentation is accurate before goods receipt and submission to the Accounts Department.

Supplier Management:

• Source materials and services from suppliers and negotiate pricing, quality, delivery, and payment terms.
• Prepare and issue Requests for Information (RFIs), Requests for Quotations (RFQs), and Requests for Tenders (RFTs).
• Analyse supplier quotations and make procurement recommendations.
• Maintain and improve supplier relationships and ensure BBBEE compliance where applicable.
• Conduct supplier audits and compile supplier performance reports with improvement recommendations.
• Identify and maintain relationships with buying houses and new vendors.

Procurement Administration:

• Provide administrative procurement support to projects and operational departments.
• Administer and maintain supplier agreements and contracts.
• Set up or onboard new vendors in the procurement system and maintain procurement records.
• Maintain and update material standards, including exchange rates and raw material trends.
• Provide sample components for development and quality approval when required.

Inventory and Logistics Coordination:

• Coordinate with the Stores Department to monitor inventory levels and prevent shortages.
• Ensure logistics arrangements support operational requirements and project timelines.

Compliance and Reporting:

• Ensure adherence to company safety regulations, procurement policies, and legal guidelines.
• Maintain proper documentation of all procurement transactions.
• Compile and submit weekly and monthly procurement reports.
• Maintain proper housekeeping and record management practices.

Key Skills and Competencies:
To perform effectively in this role, the Buying Administrator should demonstrate:

• Strong negotiation and supplier management skills
• Excellent attention to detail and organizational ability
• Effective communication and relationship management
• Knowledge of procurement processes and supply chain principles
• Experience or knowledge of the following - PPPFMA and BBBEE in terms of Procurement
• Proficiency in ERP systems (SAP experience advantageous)
• Ability to analyse quotations and procurement data
• Understanding of procurement legislation and compliance requirements