Procurement and Administrator

Introduction

JOB PURPOSE

The Procurement and Administrator is responsible for assisting with the purchasing of goods and

services and providing general administrative support to ensure the smooth day-to-day operation

of Spidex Express. The position will assist with obtaining quotations, placing approved orders,

communicating with suppliers, monitoring deliveries, maintaining procurement records,

processing documentation and performing general administrative duties as required.

Duties & Responsibilities

KEY RESPONSIBILITIES

PROCUREMENT

• Receive procurement requests from authorised employees and departments.

• Source suitable suppliers and service providers.

• Request and obtain quotations from suppliers.

• Compare prices, specifications, delivery times and payment terms.

• Prepare quotation comparison sheets for management approval.

• Assist with placing approved orders.

• Prepare purchase orders and related procurement documents.

• Follow up on outstanding orders and deliveries.

• Confirm that goods received correspond with the approved order.

• Report incorrect, damaged or missing items to the relevant manager and supplier.

• Maintain an updated supplier contact list.

• Assist with identifying alternative suppliers and cost-effective purchasing options.

• Maintain records of quotations, purchase orders, delivery notes and invoices.

• Assist management with procurement-related reports when required.

SUPPLIER ADMINISTRATION

• Communicate with suppliers regarding quotations, orders and deliveries.

• Follow up on outstanding supplier documentation.

• Maintain supplier records and contact information.

• Assist with resolving basic supplier queries and discrepancies.

• Monitor supplier delivery times and report delays to management.

GENERAL ADMINISTRATION

• Provide general administrative support to the business.

• Prepare and maintain documents, spreadsheets, reports and registers.

• Capture and update information accurately.

• Maintain electronic and physical filing systems.

• Assist with document preparation, scanning, printing and filing.

• Handle incoming and outgoing correspondence.

• Assist departments with administrative requirements.

OFFICE SUPPLIES AND STOCK

• Monitor office stationery and consumable levels.

• Prepare requests for replenishment when stock is low.

• Assist with ordering approved office supplies.

• Maintain stationery and consumable records.

• Report shortages or damaged supplies to management.

INVOICES AND DOCUMENTATION

• Receive supplier invoices and supporting documentation.

• Check invoices against purchase orders and delivery documentation.

• Identify discrepancies and report them to the relevant manager.

• Submit approved documentation to Finance for processing.

• Maintain proper procurement records.

KEY PERFORMANCE AREAS

Procurement – Requests and orders processed accurately and promptly.

Quotations – Competitive quotations obtained and properly documented.

Supplier Management – Supplier communication and follow-ups handled effectively.

Orders – Orders accurately processed and tracked.

Deliveries – Deliveries followed up and discrepancies reported.

Administration – Administrative tasks completed accurately and on time.

Documentation – Procurement records properly maintained.

Invoice Support – Invoices checked against supporting documentation.

Office Supplies – Adequate stationery and consumables maintained.

Compliance – Company procurement procedures and approval processes followed.

Desired Experience & Qualification

QUALIFICATIONS

Minimum: Grade 12 / National Senior Certificate. A certificate or relevant qualification in

Procurement, Supply Chain, Business Administration, Logistics or a related field will be

advantageous. Diploma-level qualification will be advantageous.

EXPERIENCE

• 1–3 years’ experience in procurement, purchasing, administration or a similar position.

• Experience obtaining supplier quotations.

• Experience dealing with suppliers.

• Experience with purchase orders and invoices.

• Experience maintaining administrative records.

• Logistics, courier, warehouse or transport experience will be advantageous.

SKILLS AND COMPETENCIES

• Good administrative and organisational skills.

• Attention to detail.

• Good communication skills.

• Basic negotiation skills.

• Computer literacy.

• Good Microsoft Excel and Word skills.

• Good record-keeping skills.

• Ability to work under pressure and meet deadlines.

• Problem-solving ability.

• Professional and reliable attitude.

• Ability to work independently and as part of a team.

• Honesty, integrity and confidentiality.

Package & Remuneration

1. Stable full-time position with basic salary + performance bonus.

2. Standard official holidays and leave benefits according to local labour rules.

3. Friendly office environment, stable team and clear job responsibilities.

4. Complete training and long-term development opportunity in an international logistics team.

Interested?

Please submit your updated CV to the recruitment email.  spidex@spidex-express.com  . Shortlisted candidates will be contacted for interviews promptly.