Administrator : Supply Chain Management

Role Purpose

To perform and undertake the effective functioning of the supply chain process based on required internal control measures, including coordinating the procurement of day-to-day goods and in line with legislative and policy guidelines

Specific duties:

Perform supply chain management processes.

Obtain quotations as specified in the policy.

Place orders and generate purchase order numbers as required.

Procure goods and services in line with the procurement policy.

Check goods received against orders and delivery notes as required.

Receive and review invoices from suppliers against delivery note, PO before submitting to finance for payment.

Perform sourcing and acquisition function

Maintain and update Purchase Requisition status report.

Recommend suitable Suppliers for procuring goods/services.

Select Suppliers based on prescribed criteria (Description, Price, Lead times, etc.).

Send RFQ's to approved Suppliers.

Receive and evaluate all quotations and make recommendations.

Create, issue, modify and process Purchase Orders

Place orders with Suppliers for goods and services required.

Monitor Suppliers to assess and validate timeliness of delivery in accordance with purchase order and contractual requirements.

Identify potentially overdue deliveries and report to the end-user.

Contest and dispute late deliveries and if necessary, cancel orders and place new orders with alternative Suppliers.

Communicate with end users on status of Purchase Orders and potential delays

Conduct expediting activities where required, monitor and control supplier delivery and update the Supply Chain Management System.

Coordinate returns of non-compliant goods to Suppliers (Credit Notes, etc.).

Verify suppliers tax compliance status on CSD.

Coordinate supplier management

Process new Supplier applications (documentation and administration).

Monitor and measure Supplier performance and make improvement recommendations.

Develop specifications of new or alternative sources of supply by continually monitoring the market for new products or innovations.

Negotiate trade terms and discount structures with local suppliers.

Perform procurement duties

Receive and open tenders and capture in Tender register.

Provide administrative support to the bidding committees.

Update FoodBev SETA information on the website, NT e-portals, government tender bulletin.

Publish tender adverts and awards on NT e-portal.

Records Management

Maintain accurate control over all supply chain documents, ensuring proper version control, authorisation, and distribution.

Ensure proper filing of all SCM documents.

General Administration

Perform any additional administrative functions as and when directed by the supervisor.

Retrieve, compile and submit documents for audit purposes.