A company providing an HR Platform is looking for a Procurement Assistant who will be responsible for undertaking day-to-day clerical duties, in support of the accountancy function and financial controls.

Procurement

• Manage and maintain the stakeholder list and ensure that all details are updated with the latest information.
• Ensure sound knowledge of technical requirements for stock & part ordering.
• Source reliable suppliers and contractors and obtain the most cost-effective quotations.
• Ensure procurement orders are received within SLA and adequate feedback is given with regards to order status to the relevant person.
• Update and maintain all relevant documentation such as Smartsheets and Procurement Gantts with all purchased stock information with regards to specifications, price, stakeholder etc.
• Ensure stationery purchases are done once a week.
• Ensure Grocery purchases are done once a month for offices.
• Ensure that a cutlery count is done every 2 months and any deficits are investigated and replaced.
• Ensure that repair and maintenance sheets updated regarding printers, generators and aircons.
• Ensure that the Projects smartsheet is kept up to date with all product information.
• Ensure that all IT hardware i.e Screens, laptops and desktops are cleaned by an external supplier every second month.
• Ensure that IT Toolbox inspections are performed every month.
• Ensure that all Product Hardware checks are performed every month.
• Ensure that Asset Recons are performed every 3 months.
• Ensure that the drivers schedule is updated with all relevant tasks on a daily basis.
• Ensure that all material for manufacturing orders is handed over to Production as soon as they arrive so that manufacturing can begin.
• Ensure that a proper quality check is performed by the relevant person when stock/hardware arrives
• Ensure all new Hardware purchases over R7000.00 are sent through to the relevant company’s Finance department in order for it to be added to the insurance policy.
• Assist Finance with the insurance recons Every 3 months and keep them informed of any asset movements.
• Ensure that ALL hardware purchased is on the Procurement Asset Register.
• Ensure that stock take is done as described in the Supply Chain SOP.
• Monitor stock on the relevant stock management system and ensure that stock levels are in accordance to the minimum stock holding level.
• Ensure that all BOMS are kept up to date with new products, updates as well as annual updates such as pricing and ensure that this is then sent on to the relevant departments involved.
• Should new BOMS be created ensure that the correct department is notified.
• Any adhoc task as and when required by management.

Wiki:

• Maintain and update company Wiki at all times
• Make use of the company Wiki for all job-related processes and procedures

Offices:

• Ensure all that all the Office Equipment Maintenance Schedules are maintained and updated
• Ensure that all annual/monthly maintenance services are booked with various suppliers.
• Ensure all office checks are performed monthly as set out on the wiki.
• Ensure that all office printers are in a working condition and ensure the printer report is updated should there be any repairs.
• Complete monthly Director’s reports by the said due date.
• Ensure that all offices recharges are completed on a monthly basis in accordance to the wiki.
• Ensure that monthly/quarterly and yearly contractors are scheduled for the relevant services required.
• Ensure that both Units 1 and 2 are within their budgets every month.
• Any adhoc task as and when required by management.

ISP and Telephonic Systems:

• Order and cancel lines as per instruction from IT.
• Ensure a recon of Telkom Bills VS Actual bills are done every 3 months.
• When there are connectivity issues assist IT with logging faults with ISP suppliers.

Communication:

• Attend regular meetings as and when required
• Updating of WhatsApp groups and alerts as and when required
• Maintain sound relationship with all suppliers
• Ensure any problems, queries or concerns are escalated to management as and when required

OTRS:

• Ensure your OTRS tickets are updated and managed on a daily basis
• Ensure proper updates and details are added to OTRS tickets when closing them
• Ensure your OTRS tickets attended to within the SLA times.
• Assist with various OTRS reports as requested by Management

JIRA:

• Ensure your Jira tasks are updated on a daily basis.
• Ensure your Jira tasks are attended to within the SLA times.
• Ensure time is allocated to Jira tasks.

• Grade 12 or equivalent certificate essential
• 2 years’ experience in a production/manufacturing environment
• Valid driver's license and own reliable transport
• Internet at home.

Competencies:

• Attention to detail with focus on quality assurance
• Logical thinker
• Ability to multi-task and work in a deadline-driven environment
• Adaptable to change and ability to use own initiative
• Strong communication skills (verbal and written)
• Good interpersonal skills
• Strong organising skills