Procurement Administrator - Solutions

Role Purpose

The Procurement Administrator is responsible for the accurate and timely processing of high-volume procurement transactions within a fast-paced, deadline-driven environment. The role ensures efficient procurement operations through the effective management of purchase orders, stock receipting, invoice processing, dispatch documentation, and procurement-related queries.

The incumbent will play a critical role in maintaining stock integrity, supporting operational efficiency, and ensuring compliance with internal procedures and approval controls while delivering exceptional service to internal stakeholders, suppliers, and customers.

Key Responsibilities

Procurement Administration

• Process purchase orders (POs) accurately and timeously in accordance with approved sales orders and company procedures.
• Monitor, amend, cancel, and resolve purchase order and sales order discrepancies as required.
• Ensure procurement transactions are processed within agreed service level timeframes.
• Manage a high volume of daily transactions, queries, and follow-ups while maintaining processing accuracy.

Stock and Inventory Management

• Receipt stock accurately into the ERP system upon receipt of goods.
• Ensure system records maintain correct alignment between:
  • Open Orders (OE)
  • Purchase Orders (PO)
  • Sales Orders (SO)
  • Stock on Hand (SOH)
• Assist with stock reconciliations, stock takes, and variance investigations.
• Follow up on backorders, stock discrepancies, and inventory-related queries.

Invoice and Dispatch Processing

• Process supplier invoices accurately and within required timelines.
• Generate and process dispatch documentation.
• Ensure all procurement and dispatch documentation complies with company procedures and audit requirements.
• Resolve invoice discrepancies and escalate unresolved matters where necessary.

Supplier and Stakeholder Support

• Liaise with suppliers regarding:
  • Backorders
  • Proof of Deliveries (PODs)
  • Delivery delays
  • Stock shortages
  • Procurement queries
• Assist Accounts Payable with invoice and supplier-related queries.
• Support internal stakeholders with procurement, stock, and order-related requests.

Process Compliance and Continuous Improvement

• Adhere to company procurement policies, approval controls, and operational procedures.
• Develop a thorough understanding of the end-to-end procurement and order fulfilment process.
• Identify process inefficiencies and raise improvement opportunities.
• Escalate unresolved stock, supplier, system, or invoice discrepancies to management in a timely manner.

Minimum Requirements

Qualifications

• Grade 12 / National Senior Certificate (Essential)
• Certificate or Diploma in Supply Chain Management, Procurement, Logistics, Business Administration, or a related field (Advantageous)

Experience

• 2-3 years' experience in a procurement, purchasing, inventory, logistics, or supply chain administration role.
• Experience processing high volumes of transactions in a fast-paced environment.
• Previous experience working with ERP systems.
• Experience within the IT, technology, distribution, or product procurement environment would be advantageous.

Technical Knowledge

• Procurement and purchasing administration.
• Stock control and inventory processes.
• Invoice processing and dispatch administration.
• ERP systems such as Sage CRM, Sage Accpac, Sage Evolution, SAP, Syspro, or similar.
• Microsoft Office Suite, particularly Excel.

Competencies

Technical Competencies

• Procurement administration
• Purchase order processing
• Inventory management
• Stock reconciliation
• Invoice processing
• ERP system proficiency
• Data capturing and administration
• Reporting and documentation management

Behavioural Competencies

• Strong attention to detail
• High level of accuracy
• Effective time management
• Ability to prioritise competing demands
• Strong organisational skills
• Problem-solving ability
• Accountability and ownership
• Teamwork and collaboration
• Ability to work independently
• Resilience under pressure
• Customer service orientation

Key Performance Indicators (KPIs)

Procurement Processing

• Purchase orders processed accurately and within agreed turnaround times.
• Minimal procurement transaction errors requiring correction.
• Procurement queries resolved within agreed service levels.

Inventory Accuracy

• Accurate stock receipting and inventory updates.
• Minimal stock variances attributable to processing errors.
• Timely resolution of stock discrepancies and backorders.

Invoice and Documentation Accuracy

• Supplier invoices processed accurately and timeously.
• Dispatch documentation completed without errors.
• Compliance with company approval and audit requirements.

Operational Efficiency

• Effective management of workload and processing deadlines.
• Timely escalation of unresolved issues.
• Contribution to continuous improvement initiatives and process efficiencies.

Preferred Knowledge and Industry Exposure

• IT hardware, software, and enterprise product knowledge.
• Distribution and wholesale operations.
• Logistics and supply chain processes.
• Technology procurement environments.

Success Profile

The successful candidate will be highly organised, detail-oriented, and capable of managing multiple priorities in a high-volume processing environment. They will demonstrate strong administrative and system processing abilities, maintain exceptional accuracy under pressure, and contribute positively to the efficiency of First Technology National's procurement and operational functions.