Procurement Administrator

Job Purpose

The Procurement Administrator provides administrative and transactional support across requisition processing, purchase order administration, supplier quotation handling, delivery follow-up, and record control for direct and indirect purchases at Air Chefs. The procurement administrator maintains accurate documentation, supports compliant processing, and helps ensure timely service to internal stakeholders within approved procedures and delegated authority.

Principal Accountabilities

• Receives and logs purchase requisitions, checks them for completeness, and routes them for approval to support timely procurement processing.
• Verifies item descriptions, quantities, and budget codes against approved request details to reduce rework and ordering errors.
• Follows up on missing information and pending approvals to keep requests moving within process timelines.
• Organises requisition files and supporting documents to maintain a clear audit trail and ready reference.
• Captures approved purchase orders in the system and checks key fields for accuracy and completeness.
• Matches purchase orders to requisitions, quotations, and approvals to support process compliance.
• Sends purchase orders to suppliers and confirms receipt to initiate the buying process correctly.
• Tracks open purchase orders and due dates to support delivery follow-up and exception handling.
• Monitors delivery status and confirms completed deliveries against order details to support issue resolution.
• Checks supplier invoices against purchase orders and delivery evidence to validate charges before payment processing.
• Identifies pricing and quantity discrepancies and follows up for correction before payment submission.
• Submits verified paperwork to finance teams and maintains transaction evidence for payment processing and audit review.
• Updates procurement registers, supplier files, and transaction records to keep information complete and current.
• Prepares routine reports on orders, open items, and supplier follow-up to support management visibility.
• Leverages procurement systems and spreadsheets to capture activity accurately and maintain reliable reporting outputs.
• Reviews data entries for missing information or anomalies to reduce reporting and processing errors.
• Follows approved procurement procedures and South African procurement requirements, including PFMA and SCM prescripts, National
• Treasury Regulations, and the Preferential Procurement Framework, to support compliant transaction processing.
• Checks supplier and document requirements against policy and statutory prescripts to maintain control compliance.
• Escalates exceptions, missing approvals, and unusual requests in line with PFMA and SCM prescripts to the Procurement Manager for review and decision.
• Responds to internal queries on order status, supplier contacts, and procurement steps to provide clear operational support.
• Supports audit requests by gathering evidence and records to enable timely and accurate responses.

Qualifications & Experience

• Diploma or bachelor’s degree in Procurement, Supply Chain, Business Administration, commerce, or a related field.
• 2 to 3 years of procurement, purchasing, or supply chain administration experience.
• Familiarity with ERP or procurement systems and Microsoft Excel. Knowledge of PFMA, National Treasury Regulations, Preferential Procurement Framework, or SCM prescripts is an advantage
• Exposure to food solutions, hospitality, manufacturing, or FMCG operations is preferred

Knowledge and Skills

• Proven administrative and procurement support experience.
• Sound knowledge of procurement processes, supplier management, and purchasing procedures.
• Advanced computer literacy, particularly MS Excel and ERP systems (SAP experience advantageous).
• Excellent organizational, planning, and record-keeping skills.
• Strong communication, analytical, and problem-solving abilities.
• Knowledge of procurement compliance, governance, and relevant legislation.
• Ability to maintain confidentiality and work accurately with high attention to detail.
• Capable of managing multiple priorities in a fast-paced environment.

Attributes

• High level of integrity and ethical conduct.
• Strong attention to detail and accuracy.
• Results-driven and proactive.
• Professional and customer-focused.
• Ability to maintain confidentiality.
• Self-motivated with a positive attitude.
• Strong sense of accountability and ownership.
• Ability to work independently and within a team.
• Good time management and prioritization skills.
• Resilient and able to perform under pressure.
• Strong relationship-building abilities.
• Commitment to continuous improvement and learning

Additional Information

Air Chefs SOC Ltd is a premium food solutions company with over 40 years of experience. A wholly owned subsidiary of South African Airways, we are uniquely positioned to deliver exceptional food and hospitality services across air, corporate, and event sectors. With three strategically located operational units in Johannesburg, Cape Town, and Durban, we have the capacity to produce over 50000 meals daily, serving domestic and international airlines, airport lounges, events, and corporate canteens.