Procurement Vendor Administrator - Sandton

Purpose of the Job

• To coordinate and maintain the supplier database process for the Companies' procurement. To ensure Supplier compliance with internal policies and procedures, while maintaining an accurate and up-to-date supplier database.

Key Performance Areas

Vetting and Loading of all new suppliers

• On approval of new vendors, ensure that an end-to-end process is followed in EFTsure with the vendors to be uploaded and approved in line with the procurement rules and policy.

Stakeholder Engagement

• Engage with the business on the requests for new suppliers and ensure all compliance documents and relevant motivations are in place.
• Engage with suppliers on required and expired documents and/or queries.

Supplier Database Management

• Update and maintain supplier contact information, certifications, and performance records.
• Ensure supplier data is compliant with internal systems and regulations.
• Conduct routine data clean-up to ensure database accuracy and maintain data integrity.

Supplier Compliance Monitoring Non-Contractual Suppliers

• Maintain compliance documents for non-contractual suppliers.
• Maintain the vendor database ensuring it is always updated with up-to-date compliance documents

Supplier Communication & Relationship Management

• Serve as the point of contact for supplier queries and concerns.
• Coordinate and resolve supplier issues / queries.
• Maintain positive relationships with key suppliers to ensure ongoing collaboration and continuous improvement.

Document Control & Record Keeping

• Ensure that all procurement-related documentation is stored properly e.g., contracts, performance reports.
• Maintain up-to-date supplier certifications and compliance documentation
• Track and organize all procurement related paperwork in compliance with company and regulatory requirements.

Requirements

Knowledge

• Supply Chain Management in procurement background
• Understanding of procurement technologies and systems.
• Familiarity with methodologies to identify and implement process improvements within the procurement function.
• Procurement Regulations and Policies

Job Specific Skills

• Very strong administration skills
• Able to prioritize tasks
• Attention to detail
• Proficiency in relevant procurement software and data management systems.

Competencies

Professional, assertive, and driven

• Detail oriented
• Able to cope under pressure.
• Team player
• Exceptional relationship builder at all levels, with a consultative approach
• Intelligent self-starter, showing initiative and ability to work autonomously
• Able to thrive in an environment that frequently questions and challenges
• Hard worker who works well under pressure and is deadline focused and results driven
• Adaptability and continuous improvement mindset as competencies, emphasizing the importance of staying updated with industry trends and best practices.

Experience

• 2 Year experience in office administrative duties / Procurement vendor administration

Education

• Matric, or Administration/Procurement Qualification

Internal Liaison

• Procurement Contract Managers,
• All relevant departments within the organization,
• IT Department
• RFP team

External Liaison

• EFTsure Support Team
• Suppliers