Procurement Administrator-DFA

Quotations

• Ensure that required quotations are received from Suppliers, check pricing and obtain the necessary approvals

Purchase Orders 

• Process and generate a purchase requisition. 
• Match purchase order to quote and ensure that all the information is correct, print and distribute purchase orders to the suppliers as required (If not done automatically by the system)
• Follow up on all purchase order status.
• Keep record of purchase requisitions and order.

Verification

• Check that the delivery note / invoice is signed and verify against the quotation and purchase order.

Invoicing 

• Receive signed invoices delivery notes.
• Receipts and Invoices onto Oracle
• Ship relevant invoice packs to Creditors Clerk/controllers at head Office.
• Follow up with supplier payments and communicate where necessary.

Reporting

• Capture stock on the system using stock notes submitted
• Update Payment List/Schedule
• Compile general reports and resolve queries
• Communicate with all the relevant stakeholders to ensure the process follows smoothly.

Petty Cash and Credit Card Expenses

• Manage daily expenses according to office requirements
• Compile monthly reconciliation of expenditure and obtain required signatures for approval.
• Get all source documents from the relevant people for credit card purchases.

Creditors management

• Follow-up and resolve invoice queries externally and internally
• high volume of invoices
• Review and action rejected invoices, check supplier statements for overdue/missing invoices.
• Communicate with supplier for outstanding invoices and monthly statements.
• Oversee and manage the Cape Town Branch.

Requirements

• Grade 12
• Valid driver's license
• 2-year office administration
• Computer literacy essential-Microsoft Windows
• Financial Acumen