Procurement Officer

Procurement Administration

• Obtain quotations from approved suppliers.
• Compare quotations, evaluate pricing and prepare recommendations for approval.
• Create and process purchase orders in Xero in accordance with the delegation of authority.
• Ensure all procurement transactions are supported by the required documentation.
• Confirm that purchases have been properly authorised before processing.
• Follow up on outstanding orders and deliveries.
• Ensure compliance with procurement policies, procedures and internal controls.
• Identify cost-saving opportunities and assist with spend analysis.

• Liaise with suppliers regarding pricing, product availability, quotations and delivery schedules.
• Maintain the supplier contract register and monitor contract expiry dates to ensure timely renewals.
• Monitor supplier performance and assist with resolving supplier-related issues.
• Escalate supplier concerns to the Finance Manager.
• Communicate relevant supplier updates and procurement issues to management.

• Monitor stock levels of office, teaching, clinical and operational supplies.
• Coordinate stock replenishment and ensure stock is available when required.
• Receive deliveries and verify goods against invoices and delivery documentation.
• Record and process stock transfers, adjustments and related invoices.
• Conduct physical stock counts and reconcile actual stock against system records.
• Investigate stock discrepancies and arrange for corrections where necessary.
• Ensure stock movements are accurately recorded and properly documented.
• Prepare and maintain stock reports and monthly reconciliations.

• Coordinate weekly and bi-weekly orders according to operational requirements.
• Consolidate order requirements and maintain accurate order schedules.
• Request quotations where standard supplier order forms are unavailable.
• Process purchase orders and communicate approved orders to suppliers.
• Track deliveries and verify quantities received against orders.
• Coordinate the packing and distribution of stock, kits and other required items.
• Maintain accurate records of orders, deliveries and outstanding items.

• Coordinate procurement requirements for student kits, textbooks, uniforms and related supplies.
• Obtain updated requirements and quantities from relevant departments.
• Request supplier quotations and compare pricing with previous periods.
• Take existing stock levels into consideration when determining order quantities.
• Liaise with suppliers regarding pricing, product specifications and availability.
• Maintain accurate pricing schedules and supporting documentation.
• Prepare and process purchase orders for approval.
• Coordinate uniform requirements, sizes and quantities where applicable.
• Ensure items are ordered and delivered according to operational and academic requirements.

• Process stock transfers between departments and operational units.
• Prepare invoices for stock issued or transferred where required.
• Ensure stock adjustments are accurately recorded against the appropriate accounts.
• Maintain supporting documentation for stock movements and transactions.
• Reconcile stock records and investigate discrepancies.
• Submit relevant invoices and documentation to the finance team for processing.

• Maintain records of staff uniform purchases and allocations.
• Reconcile uniform costs against the relevant employee records.
• Prepare monthly schedules for salary deductions where applicable.
• Ensure records are accurate and supporting documentation is maintained.

• Assist with internal and external audits relating to procurement, inventory, kits, textbooks, uniforms and stock transactions.
• Provide supporting documentation and information requested during audits.
• Prepare monthly procurement reconciliations and stock counts.
• Report on outstanding purchase orders, supplier issues and stock discrepancies.
• Assist with procurement reporting, expenditure analysis and identifying opportunities for improved cost control.

• Assist with the procurement of fixed assets.
• Maintain accurate fixed asset procurement records.
• Ensure purchased assets are appropriately documented and tagged.
• Assist with maintaining records of asset purchases and related documentation.

MINIMUM REQUIREMENTS

• Grade 12 (Matric).
• Diploma or degree in Supply Chain Management, Procurement, Accounting or Finance.
• 3-5 years’ experience in procurement, inventory control or accounting administration.
• Previous experience in supplier coordination, purchase order processing and inventory management.
• Proficiency in Xero, Microsoft Excel, PowerPoint and Outlook.
• Experience with procurement and inventory management systems.
• Advanced Excel and reporting skills.

KEY COMPETENCIES AND SKILLS

• Strong procurement administration skills.
• Supplier coordination and relationship management.
• Purchase order processing and quotation evaluation.
• Stock control and inventory management.
• Financial and commercial awareness.
• Advanced Microsoft Excel and reporting skills.
• Strong numerical and analytical abilities.
• Excellent attention to detail and accuracy.
• Planning, organisational and time-management skills.
• Strong written and verbal communication skills.
• Problem-solving and decision-making abilities.
• Ability to manage multiple priorities and meet deadlines.
• Integrity, confidentiality and a high level of professionalism.
• Ability to work independently and collaboratively with internal departments and external suppliers.

*ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED*

EMAIL CV to [email protected]