Procurement And Creditor Control Administrator

The Procurement and Creditor Control Administrator is responsible for supporting the Enterprise Division's procurement function while ensuring effective creditor control processes. The role combines end-to-end procurement administration with creditor control activities to ensure the timely acquisition of goods and services, accurate supplier payments, and strong financial governance across the business.

This role requires a highly organized and detail-oriented individual who can build strong relationships with suppliers, and internal stakeholders while maintaining compliance with company policies and financial controls.

KEY RESPONSIBILITIES

1. Procurement Administration & Process Management

• Manage procurement activities from requisition to payment across the Enterprise Division.
• Ensure all requests comply with company policies, approval frameworks, and timelines.
• Coordinate the sourcing of goods and services and proactively resolve delays.

2. Supplier Management & Quotation Analysis

• Obtain and evaluate supplier quotations, comparing pricing, service levels, and delivery commitments.
• Maintain supplier records and build strong supplier relationships to support cost-effective service delivery.

3. Purchase Order Administration

• Create, maintain, and track Purchase Orders within the ERP system.
• Ensure POs are approved, accurately processed, and aligned to budgets and supplier invoices.
• Monitor outstanding POs and resolve discrepancies.

4. Vendor Onboarding & Contract Administration

• Manage supplier onboarding and maintain accurate vendor information.
• Collect compliance documentation and support contract administration and renewals.

5. Invoice Verification & Accounts Payable Support

• Verify supplier invoices against approved POs and supporting documentation.
• Resolve invoice discrepancies and support timely supplier payments in partnership with Finance.

6. Reporting & Financial Administration

• Prepare procurement, credit control, and management reports.
• Monitor spend, supplier performance, creditor balances, and outstanding POs.
• Support month-end reporting, BEE verification, and audit requirements.

7. Internal Stakeholder Engagement

• Serve as a key liaison between Procurement, Finance, suppliers, and business stakeholders.
• Provide updates, resolve queries, and build effective working relationships.

8. Compliance & Audit Support

• Maintain compliance with policies, controls, and governance requirements.
• Ensure accurate record-keeping and support internal and external audits.

9. Travel & Expense Administration

• Support travel bookings and expense administration in line with company policy.
• Verify claims documentation and assist with expense and credit card reconciliations.

10. Process Improvement & Risk Mitigation

• Identify and implement opportunities to improve procurement and creditor control processes.

• Support initiatives that enhance efficiency, governance, and risk management. KNOWLEDGE, SKILLS AND COMPETENCIES Technical Skills

• Strong understanding of procurement and purchase order processes.

• Knowledge of creditor control and creditor management practices.

• Proficiency in Microsoft Excel and ERP systems.

• Strong reconciliation and reporting skills.

• Financial administration and record-keeping capability.

Behavioural Competencies

• Exceptional attention to detail and accuracy.
• Strong planning and organizational skills.
• Effective communication and stakeholder management.
• Ability to negotiate professionally and manage difficult conversations
• High level of integrity and confidentiality.
• Problem-solving and analytical thinking skills.
• Ability to manage competing priorities and work under pressure.

EXPERIENCE & QUALIFICATIONS

• Grade 12 / Matric (Essential).
• Diploma or Certificate in Procurement, Supply Chain Management, Finance, Accounting, or a related field (Preferred).
• 3-5 years' experience in procurement, finance administration, accounts receivable, or credit control.
• Experience working with ERP systems such as Sage 300 (AccPack), SAP, Pastel, or similar.
• Experience managing supplier relationships and creditor accounts.
• Understanding of procurement processes, creditor management, and credit control principles.