Procurement Administrator

Purpose of the Role

• Provide disciplined administrative and coordination support that keeps procurement workflows, records, meetings, supplier documentation and reporting inputs accurate and on time.
• The role covers procurement administration, sourcing coordination, records, trackers, meeting support, supplier documentation and basic system transactions.

Key Responsibilities

2.1. Key Accountabilities

• Maintain procurement trackers, sourcing calendars, action logs and shared repositories.
• Coordinate RFx administration, bidder communications, meeting logistics and document control under specialist direction.
• Check completeness of procurement submissions before routing for review or approval.
• Maintain supplier and contract documentation in approved repositories and naming conventions.
• Support onboarding documentation and follow up outstanding supplier information.
• Prepare meeting packs, minutes, action logs and follow-up reminders for procurement governance forums.
• Assist with purchase-order, catalogue or system administration within assigned access rights.
• Support monthly reporting by collecting and validating required inputs from owners.
• Maintain confidentiality and ensure records are filed promptly and retrievable.
• Identify recurring administrative bottlenecks and suggest practical process improvements.

2.2. Decision Rights

• Request missing documentation.
• Return incomplete administrative submissions.
• Escalate overdue actions to responsible owners.

2.3. Governance & Risk

• Maintain access controls, confidentiality, accurate records and segregation of duties.
• Do not approve or commercially commit beyond delegated authority.

2.4. World-Class Function Expectation

• Provide a high-quality operational backbone that allows professional procurement resources to focus on strategic and commercial work.

2.5. Digital & Data Expectation

• Use approved procurement technology, structured data and digital workflows as the default way of working.
• Maintain high-quality data at source and actively identify automation opportunities.

2.6. Key Interfaces

• Procurement team, Finance, business stakeholders, suppliers and shared-service teams.

2.7. Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and client’s expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilising available training opportunities.
• Participate in and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.

Qualification and Experience

• Relevant diploma/certificate in Business Administration, Procurement, Supply Chain or equivalent.
• CIPS studies advantageous.
• 1 to 3 years’ experience in procurement, supply chain, commercial or business administration.
• Valid Code EB drivers' licence
• Willingness to travel to the sites across Sub-Saharan Africa.

Preference will be given to internal applicants and appointments that support the achievement of our Employment Equityand Affirmative Action goals