Procurement Administrator

At Manuchar, the Procurement Administrator will be responsible for following the procurement process by acquiring goods and services through new and already approved suppliers according to the business vendor requirements. 

The Job:

Purchase Orders

• Receive RFQ/RFP from business.
• Send request to preferred suppliers/ source new suppliers if required.
• Calculate costs of order and forward quotations/invoices to appropriate departments for approval prior to purchase order processing
• Prepare purchase orders and send copies to suppliers and to departments originating requests
• Check if orders were received, validated and signed off by Manuchar representative
• Process approved invoices for payment and submit to accounts for payment processing
• Prepare, maintain and review purchasing files, reports and price lists
• Hands-on experience with our internal ERP purchasing system
• Assist the business with Vendor Add on process
• Obtain quotes in line with the values stipulated in the procurement policy

Supplier Management

• Contact suppliers to schedule or expedite deliveries and to resolve shortages, missed or late delivers and other problems
• Record RFQ's costs/rates to complete comparisons prior to procurement of goods or services
• Conduct annual Vendor Valuations
• Maintain knowledge of all market related goods and services affecting purchases and provide information about these goods and services internally and to vendors
• Select appropriate suppliers and contractors to promote good procurement practices with due regard to sustainability, ethical purchasing standards and costing
• Conducting cost analysis to identify and evaluate potential new suppliers to provide alternative sources of goods and services
• Assist the Group Procurement Manager in the monitoring and managing of the preferred supplier database
• Following and enforcing the company's procurement policies and procedures
• Maintaining good supplier relations and negotiating contracts
• Have good communication and coordination with other internal departments
• Understanding of supply chain procedures
• Good knowledge of vendor sourcing practices
• Implementing and improving cost reduction and cost control solutions
• Evaluate and select suppliers according to Manuchar standards
• Ensure all suppliers on-boarding forms and credit applications are completed and the Compliance Catalyst vetting process is followed
• Ensure all supplier's approved rates are invoiced for items/services provided to Manuchar which the procurement team will use as a guideline at PO process
• Be instrumental in cost saving for the company and assist in maintaining a positive company culture
• Ensure signed contracts/SLA are in place with all preferred service/goods suppliers

Travel

• Ensure travel itineraries are in line with Company Travel Policy and signed off by line managers
• Ensure that booking of flights, accommodation, car rental is done through our preferred Travel Agency
• Ensuring that all travel costs are recorder, and invoices are in line with staff travel request forms
• Capturing of all travel costs per employee for the month and send a monthly travel breakdown report to the Procurement Manager
• To ensure that there are no open travel requisitions pending at month-end

Documentation

• Ensure that all documents are filed in accordance with the requirement of Internal Audit
• Check all documents have correct company details
• Purchase order with their relevant supporting documentation and Invoices files in the ERP system and Procurement folder

Manuchar Offers

• Fringe benefits include Medical Aid, Gap Cover and Provident Fund.
• A vibrant, high-energy environment, where taking ownership with a proactive, hands-on attitude is encouraged.