{"id":3301224,"url":"https://alion.io/job/job-mail-procurement-officer-13","title":"Procurement Officer","company":{"id":701519,"name":"Job Mail","domain":"jobmail.co.za","url":"https://alion.io/company/job-mail","size_band":null,"is_staffing_agency":true,"employer_type":"agency","is_intermediary":true,"listed_via":"jobmail.co.za","ats_vendor":"Schema","truth_index":{"grade":"C","score":65,"open_postings":6928,"ghost_share":0.489,"stale_share":0,"repost_share":0.71,"time_to_fill_p50_days":7,"computed_at":"2026-11-01T06:10:25Z"}},"role":"Operations","role_family":"Operations","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Stellenbosch, South Africa"],"countries":["ZA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":14500,"max_usd":30000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":20},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Outlook","optional":false},{"name":"Xero","optional":false}],"status":"live","first_seen_at":"2026-10-26T23:45:12Z","employer_posted_date":"2026-10-26","last_verified_at":"2026-10-26T23:45:12Z","board_verified":false,"closed_at":null,"days_open":5,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":5},"description":"KEY RESPONSIBILITIESProcurement Administration\nObtain quotations from approved suppliers.\nCompare quotations, evaluate pricing and prepare recommendations for approval.\nCreate and process purchase orders in Xero in accordance with the delegation of authority.\nEnsure all procurement transactions are supported by the required documentation.\nConfirm that purchases have been properly authorised before processing.\nFollow up on outstanding orders and deliveries.\nEnsure compliance with procurement policies, procedures and internal controls.\nIdentify cost-saving opportunities and assist with spend analysis.\nSupplier Coordination and Relationship ManagementLiaise with suppliers regarding pricing, product availability, quotations and delivery schedules.\nMaintain the supplier contract register and monitor contract expiry dates to ensure timely renewals.\nMonitor supplier performance and assist with resolving supplier-related issues.\nEscalate supplier concerns to the Finance Manager.\nCommunicate relevant supplier updates and procurement issues to management.\nStock and Inventory ControlMonitor stock levels of office, teaching, clinical and operational supplies.\nCoordinate stock replenishment and ensure stock is available when required.\nReceive deliveries and verify goods against invoices and delivery documentation.\nRecord and process stock transfers, adjustments and related invoices.\nConduct physical stock counts and reconcile actual stock against system records.\nInvestigate stock discrepancies and arrange for corrections where necessary.\nEnsure stock movements are accurately recorded and properly documented.\nPrepare and maintain stock reports and monthly reconciliations.\nProduct Orders and DistributionCoordinate weekly and bi-weekly orders according to operational requirements.\nConsolidate order requirements and maintain accurate order schedules.\nRequest quotations where standard supplier order forms are unavailable.\nProcess purchase orders and communicate approved orders to suppliers.\nTrack deliveries and verify quantities received against orders.\nCoordinate the packing and distribution of stock, kits and other required items.\nMaintain accurate records of orders, deliveries and outstanding items.\nProcurement of Kits, Textbooks and UniformsCoordinate procurement requirements for student kits, textbooks, uniforms and related supplies.\nObtain updated requirements and quantities from relevant departments.\nRequest supplier quotations and compare pricing with previous periods.\nTake existing stock levels into consideration when determining order quantities.\nLiaise with suppliers regarding pricing, product specifications and availability.\nMaintain accurate pricing schedules and supporting documentation.\nPrepare and process purchase orders for approval.\nCoordinate uniform requirements, sizes and quantities where applicable.\nEnsure items are ordered and delivered according to operational and academic requirements.\nStock Transfers and Financial AdministrationProcess stock transfers between departments and operational units.\nPrepare invoices for stock issued or transferred where required.\nEnsure stock adjustments are accurately recorded against the appropriate accounts.\nMaintain supporting documentation for stock movements and transactions.\nReconcile stock records and investigate discrepancies.\nSubmit relevant invoices and documentation to the finance team for processing.\nUniform ReconciliationMaintain records of staff uniform purchases and allocations.\nReconcile uniform costs against the relevant employee records.\nPrepare monthly schedules for salary deductions where applicable.\nEnsure records are accurate and supporting documentation is maintained.\nAudit Assistance and ReportingAssist with internal and external audits relating to procurement, inventory, kits, textbooks, uniforms and stock transactions.\nProvide supporting documentation and information requested during audits.\nPrepare monthly procurement reconciliations and stock counts.\nReport on outstanding purchase orders, supplier issues and stock discrepancies.\nAssist with procurement reporting, expenditure analysis and identifying opportunities for improved cost control.\nFixed Asset Procurement and ControlAssist with the procurement of fixed assets.\nMaintain accurate fixed asset procurement records.\nEnsure purchased assets are appropriately documented and tagged.\nAssist with maintaining records of asset purchases and related documentation.\nMINIMUM REQUIREMENTS\nGrade 12 (Matric).\nDiploma or degree in Supply Chain Management, Procurement, Accounting or Finance.\n3-5 years’ experience in procurement, inventory control or accounting administration.\nPrevious experience in supplier coordination, purchase order processing and inventory management.\nProficiency in Xero, Microsoft Excel, PowerPoint and Outlook.\nExperience with procurement and inventory management systems.\nAdvanced Excel and reporting skills.\nKEY COMPETENCIES AND SKILLS\nStrong procurement administration skills.\nSupplier coordination and relationship management.\nPurchase order processing and quotation evaluation.\nStock control and inventory management.\nFinancial and commercial awareness.\nAdvanced Microsoft Excel and reporting skills.\nStrong numerical and analytical abilities.\nExcellent attention to detail and accuracy.\nPlanning, organisational and time-management skills.\nStrong written and verbal communication skills.\nProblem-solving and decision-making abilities.\nAbility to manage multiple priorities and meet deadlines.\nIntegrity, confidentiality and a high level of professionalism.\nAbility to work independently and collaboratively with internal departments and external suppliers.\n*ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED*\nEMAIL CV to ","description_format":"text","description_chars":5753,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Supply 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