Administrator (Stores) - Sasolburg, South Africa - Omnia (Pty) LTD
Description
Overview:
Report writing:
Compile data and send to manager for review (eg. overtime, staff welfare, PPE allocations, leading and lagging indicators)
Purchase orders:
Basic procurement of plant specific requirements (eg. visual manageme nt boards, any external staff functions)
Create new vendors
Load purchase requisition on systems
Liases with suppliers on delivery or special needs
Training users on purchase systems
Store withdrawals:
Load store requisitions on systems
Payroll sheet for shift employees:
Reconcile all clockcards with all shift operators
Check with team leaders for corrections
Send to manager for approval
Employee files:
Create new files and update existing files
Add all relevant training and notifications to employee files
Travel IT representative:
Sheduling and booking of any required travel on the OMNIA travel system
Sharepoint Document administration:
Publish documents
Prompt document review
Assist superintendents with ISO requirements and to close of NCRs
Update training matrix for employees
Update organogram as per employee movement
Ensure all legal documents are in order (eg. upto date and displayed in the dept) eg. policys, appointments, emergency procedures
Qualifications:
- Matric
- BCom advantageous
- Excellent computer skills (ERP, Excel, Word, PowerPoint)
- CIPS L4 advantageous
- OHSACT training advantageous
- ISO9001 training advantageous
- ISO45001 training advantageous
Experience:
3 years or more in a buyer's assistant/administrative position in a manufacturing maintenance environment
Duties:
- Capture timebased purchase requisitions from quotes received from end users/suppliers.
- Ensure all the necessary, approved documentation is received (work orders, timesheets, equipment, financial dimensions etc.).
- Ensure no duplicate quotes are captured.
- Sending purchase requisitions for approval (checking for errors and resolving).
- Following up on approvals if necessary.
- Sending orders to suppliers and ensuring confirmation is received.
- Sending suppliers open order report every week.
- Expediting overdue orders (including sending procurement manager report and explaining delays).
- Handling queries from suppliers, end users and finance.
- Amending orders where required, only after ensuring changes are required.
- Sourcing of new suppliers.
- Supplier evaluations.
- Getting quotes for parts and services from end user requirements.
- Reporting all concerns to procurement manager.
- Assisting end users with ERP support where required.
- Stock takes.
- General admin.
Job Competencies:
Knowledge
- Advanced knowledge of Microsoft Office especially Excel
- Competent working with ERP systems
- Knowledge of ISO9001 standard
- Knowledge of regulations pertaining to procurement including the OHSACT
- Teamwork
- Work Standards
- Reliability
- Key Requirement
- Motivation of Self and Others
- Self Starter, Ability to work Independently
- Adaptability
- Problemsolving
- Integrity and Trust
- High Level of Ethics and Compliance
- Communication Skills
- Both oral and written
- Key Requirement
- Planning and Organization
- Stress Tolerance
- Initiative
- Building Relationships
- Attention to Detail
- Mentoring
- Effective Relationship Management
- Brand Knowledge
- Product Knowledge
- Conflict Management
- Rootcause Analysis
- Excellent Customer Service
- Negotiation Skills
- Good understanding of Maintenance Spares
- Collaboration
General:
- Excellent communication skills (verbal and written)
- Excellent interpersonal skills
- Attention to detail
- Highly ethical
- Team player plus ability to work alone and selfmanagement
- Reliable and responsible
- Aspiration to study and develop
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