Procurement and Inventory Administrator

About the Company

The company offers cost-effective and sustainable leasing solutions to companies and institutions alike to help them finance and purchase the technology they need to run their business efficiently and keep their IT equipment up to date.

About the Role

The Procurement and Inventory Administrator plays a crucial role in managing the purchasing and inventory processes within an organization. This role involves overseeing procurement activities, ensuring compliance with company policies and legal guidelines, and maintaining accurate records of all transactions

Responsibilities

Purchase Order Management

Process and manage purchase orders from requisition to delivery, ensuring accuracy and adherence to established timelines.
Review and verify purchase requisitions, ensuring all necessary approvals and documentation are in place.
Track orders and shipments, liaising with suppliers and internal departments to ensure timely delivery of goods and services to our stores.
Resolve discrepancies and issues related to orders, invoices, and deliveries in a timely and effective manner, minimizing disruption to retail operations.

Supplier Relationship Management

Maintain and update a comprehensive database of approved suppliers.
Assist in evaluating supplier performance based on criteria such as price, quality, delivery, and service.
Communicate effectively with suppliers regarding orders, specifications, and any changes or issues, fostering strong partnerships.
Support the negotiation of terms and conditions with suppliers for standard purchases, aiming for competitive pricing and favourable terms.

Inventory & Stock Control

Conduct regular stock counts and reconciliations, investigating and resolving discrepancies to maintain accurate bond and movement inventory records and other audit requirements between bond and Fixed Asset Register (FAR) entries.
Assist in managing stock rotation to minimize obsolescence and waste.
Manage de-installed and maintenance warehouse stock and collaborate with the finance and waste management teams.
Collaborate with relevant departments (e.g., store operations, finance) to forecast procurement needs and manage stock levels effectively.
Maintain accurate records of inventory movements, receipts, and issues within Xurrent (4ME) and Bond reports system and tools.

Warehouse & Goods Receiving Support

Coordinate with the warehouse team or store receiving points for the efficient receipt of procured goods.
Verify incoming shipments against purchase orders for accuracy in quantity and quality adhering to delivery protocols.Assist in the proper storage and organisation of inventory within the warehouse or designated storage areas.
Support the processing of returns to suppliers for damaged or incorrect goods.

Administrative Support & Documentation

Maintain accurate and up-to-date procurement and inventory records, contracts, and documentation for audit purposes.
Prepare and manage procurement and inventory-related reports and analyses as required (e.g., supplier performance, stock levels, consumption rates).
Ensure all procurement and inventory activities comply with company policies, procedures, and relevant legal and ethical guidelines.
Assist in the administration and utilization of procurement and inventory management ERP systems to streamline processes.

Cost Control & Efficiency

Identify and suggest opportunities for cost savings and process improvements within the procurement and inventory functions.
Provide cost analyses when required to support decision making.

Stakeholder Collaboration

Collaborate effectively with internal departments (e.g., Finance, Operations, Store Management, Warehouse Teams) to understand their procurement and inventory needs and ensure alignment.
Provide support and guidance to staff on procurement and inventory policies and procedures.

Candidate Requirements

Educational Qualifications

Matric (Grade 12) is essential.
A Diploma in supply chain management, Business Administration, Logistics, or a related field is highly advantageous.
Relevant procurement or inventory management certifications (e.g. CIPS – Chartered Institute of Procurement & Supply, or similar) are a strong plus.
Years of Experience

2-4 years of experience in a procurement, purchasing, or inventory control administrative role, preferably within a retail or similar fast-paced environment.
Proven experience working on Procurement ERP systems, specifically Xurrent (4Me), or similar procurement/inventory management software.
Demonstrated experience in managing purchase orders, supplier interactions, and basic inventory functions (e.g. stock counts, goods receiving).
Skills and Competencies

Technical Skills

Intermediate to advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Knowledge on Xurrent (4ME) Software or similar is essential.
Solid understanding of procurement processes, policies, and best practices.
Basic understanding of inventory management principles (e.g. FIFO, stock rotation, stock accuracy and data analytics).
Familiarity with warehouse operations and goods receiving procedures.
Experience with data entry, data analysis, record-keeping, and generating reports.

Soft Skills

Attention to Detail: Meticulous and accurate in processing information, managing documentation, and handling stock records.
Organisational Skills: Excellent time management, ability to prioritize tasks, and manage multiple activities simultaneously.
Communication: Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
Problem-Solving: Proactive in identifying issues and finding effective solutions related to both procurement and inventory.
Analytical Thinking: Ability to analyse data and provide insights to support procurement and inventory decisions.
Negotiation: Basic negotiation skills with a willingness to develop further.
Team Player: Ability to work collaboratively within a team environment.
Adaptability: Ability to thrive in a dynamic and fast-paced retail setting.
Ethical Conduct: High level of integrity and adherence to ethical procurement and inventory practices.

Desirable Attributes

Familiarity with retail-specific procurement and warehouse inventory management.
Proactive and self-motivated with a strong initiative.
Ability to work independently when required, taking ownership of tasks and responsibilities.