Description

A recent professional profile photo is required to accompany your application.

Job Type

Permanent

Industry

Procurement

Salary

Market related salary.

Requirements

• Matric certification
• Post Matric qualification in accounting, business management or a related field
• Minimum of 3 years experience in purchasing role preferably within a FMCG environment
• Meticulous and high attention to detail
• Excellent organizational, planning and time management skills
• Fluent verbal and written English communication skills
• Excellent decision-making skills
• Ability to work under pressure and meet deadlines
• Ability to multitask and prioritize
• Goal and target driven
• Effective listening skills
• Good follow-up skills
• Strong administration skills
• Computer literate (MS Office)
• SAGE Knowledge
• Understanding of Supply Chain processes
• Strong Numerical skills
• Problem solving
• Dynamic, high-energy levels and drive
• Strong team player, but also have the ability to work independently
• Professional and confident communicator
• Patient, tactful, diplomatic and approachable
• Customer service orientated
• Ability to analyze and resolve problems
• Ability to deal with change and ambiguity

Duties

Procurement:

• Create purchase orders within 24 hours of scheduled productions, according to SAGE requirements and forward copies to Suppliers
• Create purchase orders with correct pricing based on quote or price list before sending to suppliers
• Evaluate daily (scheduled runs vs purchase orders) requirements maintaining and reviewing SAGE purchase orders
• Ensure delivery details, cancellations and/or amendments to POs are always confirmed in writing and updated on sage within 24 hours
• Compile and forward a PO Listing to all Suppliers by Thursday weekly to get confirmation on delivery date, quantity and price by Friday weekly
• All Confirmation dates are to be confirmed in writing
• Follow up with suppliers daily on missing confirmation dates, resolve short / oversupply, missed or late deliveries, other problems and ensures closure of purchase orders accordingly
• Monitor stock holding of dry goods at suppliers and maintains and amends SAGE purchase orders to account for stock at supplier within 24 hours of information received
• Flag problems with timing of dry goods delivery dates at least 2 (two) weeks before the production commences
• Provide production team / P&P Manager with feedback of order status before or during production meetings three times a week
• Maintain accurate purchase and pricing records

Administration:

• Prepare, maintain and review quality insurance certificates, reports and price lists of suppliers
• Capture Deliveries on SAGE (Receipting) in absence of Procurement Clerk, all updated by 11 am the following day
• Ensure Purchase Orders are updated with the correct pricing prior to receipting and stamp delivery note as price checked
• Monitor quote sign offs, ensuring all quotes are signed and returned within 24 hours of receipt
• Ensure quote sign offs are within standard cost (unless approved by management/sales rep)
• Inform Management in writing of any incorrect standard cost/price list on the Sage system within 24 hours
• Ensure all approved quotes are filed and kept on record
• Issue completed deviations were at least 72 hours prior to production
• Raise Corrective Action Requests OWS:
• Obtain CAR from Quality were required and liaise with supplier within 24 hours of complaint received
• Arrange collection of QC rejected sample within 24 hours of CAR being raised
• Arrange collection of QC rejected stock within 48 hours of CAR being raised
• Obtain credit note of QC rejected stock within 7 days of QC stock being uplifted
• Obtain Root Clause and Loop Closure on all CARs within 7 days of CAR being raised
• Raise claims were required within 24 hours of CAR being sent to Supplier
• Raise claims within 24 hours of notification of rework / downtime caused by supplier
• Respond to customer and supplier inquiries about order status, changes, or cancellations within 24 hours
• Monthly follow up with suppliers to get confirmation of stock levels and aged stock expected to come in by the end of the month, no later than the 15th of each month
• Notify Dry Goods of stock which must be delivered, due to call off expiry, 3 days before the date the stock needs to arrive (for storage allocation)
• Track and report key performance indicators to reduce expenses and improve effectiveness by way of root cause and loop closure
• Manage department expenditure within budget guidelines
• Prepare budgets, cost analyses, and reports
• Support creditors function by investigating and actioning supplier invoice queries promptly
• Monthly update of Service Level Agreement and Key Performance Indicators with other departments
• Liaison with finance on unresolved issues and queries
• Assistance with Ad hoc duties within Procurement team

Stock Control:

• Manage inventories by monitoring and controlling stock levels to ensure stockholding in stores is kept at minimum stock levels
• Adjust orders quantity and dates (scheduled runs vs stock on hand and purchase orders) requirements ensuring that stock is kept at a minimum and on a JIT system
• Maintain delivery dates to ensure stock is receipted 2 (two) days before production and not earlier (unless approved by management), adhering to JIT system
• Assist in stock taking reconciliations as required according to the stock taking procedures
• Monitor in-house inventory movements on system, ensure stock at all sites are taken into account
• Arrange collection of returnable stock weekly
• Create return notes within 24 hours of upliftment and forward copies to Suppliers
• Review any age stock weekly and do full investigation on purchasing history and future requirements
• Prepare, maintain and review write-offs where required
• Visit bottling and or warehouse areas with appropriate provided PPE when required

Quality Management System, Health, Safety and Housekeeping:

• Adhere to QMS standards and procedures
• Follow QMS protocol as described by QMS procedures
• Adhere to GMP protocol and participate in various quality seminars
• Receive COC/COAs with relevant delivery notes
• Purchase Dry Goods in-line with purchasing-policies and procedures

Supplier Management:

• Maintain good business relations with suppliers to ensure best possible service
• Complete supplier monitoring records quarterly
• Monitor supplier performance (On time and in full)
• Research prospective suppliers and evaluate them
• Send customer evaluation records to suppliers quarterly

HOURS:

• Monday to Friday: 08:00 - 17:00