Senior Export Procurement Specialist

Department
Procurement & Operations

Reporting To
Managing Director

Premier Human Capital Corporation is recruiting for this role on behalf of our client, whose identity will be disclosed to shortlisted candidates at the appropriate stage.

Job Scope

This role assists with operational accountability for running our client’s day-to-day procurement and administrative function. The Senior Export Procurement Specialist is responsible for keeping the entire operation on track, knowing what the team is working on at all times, checking the quality and progress of their outputs and providing the guidance and direction needed to maintain pace, accuracy and process discipline across all workflows.

The role owns the end-to-end procurement cycle, from RFQ intake through to supplier management, logistics coordination, invoicing and collections, and is accountable for ensuring nothing falls through the cracks. This means actively overseeing what team members are doing, identifying where work is stalling, intervening early, correcting execution standards and ensuring clean handovers at every stage of the process.

The role reports directly to the Managing Director and holds full accountability to both Finance and HR. This includes providing the Managing Director with accurate, timely visibility on operational status, risks and team performance; ensuring Finance has the documentation and information required to process payments, reconcile accounts and maintain clean records; and upholding HR standards in how the team is managed and held accountable. The Managing Director is the ultimate authority, and this role is to ensure that direction is executed with discipline, consistency and without drift.

Key Roles and Responsibilities

1. Local and Regional Reach & Customer Development

• The successful candidate must bring an established SADC customer base, specifically Botswana, Zambia, Mozambique, Malawi and Zimbabwe, not excluding South Africa.
• Serve as our client’s commercial lead into the region: activating and deepening existing client relationships, developing new accounts, converting enquiries to orders and positioning our client as the preferred sourcing partner across the corridor.
• Navigate the commercial, regulatory and logistical complexities of each SADC market, including cross-border documentation, foreign currency structures, import regulations and in-country delivery, providing the Managing Director with ongoing regional market intelligence.

1. Procurement Process

• Manage the full cycle end-to-end: receive RFQs from internal group companies and external clients, source and validate supplier quotes, apply mark-ups in line with margin standards and issue accurate client quotations timeously. No uncontrolled discounts and no vague ETAs.
• Convert confirmed orders to Purchase Orders, manage the approval and payment workflow, ensure suppliers receive authorised POs and Proofs of Payment, and maintain clean audit trails throughout.
• Expedite deliveries, coordinate logistics and transport with third-party logistics partners, manage GRVs, truck documentation and consolidations, create SORs for contracted trucks, and track express shipments to Zimbabwe end-to-end.
• Issue invoices accurately on completion of delivery, follow up on collections systematically, and ensure Finance has the supplier documentation required for reconciliations and payment processing without delay.

1. Supplier Management

• Build and maintain strong working relationships with local, regional and international suppliers, negotiating export discounts and payment terms, driving ETA and documentation compliance, and resolving disputes (shortages, incorrect items, pricing discrepancies) decisively.
• Maintain the master tracking sheet linking client PO to supplier invoice to GRV; update the back-order report weekly with accurate ETAs and statuses; confirm stock on hand and communicate it to the internal group weekly.

1. Operational Overview & Team Accountability

• Oversee the team’s daily execution across all workflow stages, checking output quality, guiding pace and process discipline, identifying where work is stalling, and intervening early to ensure clean handovers at every stage.
• Report directly to the Managing Director with accurate, timely visibility on operational status, risks and team performance. Maintain full accountability to Finance for documentation standards and to HR for how the team is managed and held accountable.

Job Environment

Physical Environment

Primarily office-based, seated workstation role with continuous use of email, phone/WhatsApp, ERP systems and spreadsheets. Regular interaction with dispatch/receiving and warehouse teams for GRVs and truck updates, with occasional movement between offices/boardroom and filing areas, and supplier visits from time to time.

Work Conditions

Fast-paced, high-volume, deadline-driven coordination role with frequent RFQs, supplier follow-ups, approvals, expediting and documentation requirements running in parallel. Requires strong attention to detail and the ability to manage interruptions and shifting priorities. Will require after-hours responsiveness for urgent shipment, truck, supplier or client payment queries and for continuity during leave periods.

Team Collaboration

Works closely with the Procurement & Warehouse teams, internal group stakeholders, Finance (for approvals, supplier invoices and reconciliations), suppliers, transporters, and warehouse/receiving teams (for GRVs, SORs and delivery confirmations). Coordinates regularly with the Office Manager and Finance to keep tracking, invoicing and document packs aligned.

Compensation details: 20000-26000

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