Procurement Officer

SUMMARY:
Our client is the leading waste management and recycling company in the emerging world, operating in India and across the Middle East and Africa.
The company provides a broad and specialized range of services to over 60,000 clients - large and small - across private and public sectors.
These include the municipal authorities of major cities and household names in a wide range of sectors including oil & gas, automotive, retail and hospitality.

POSITION INFO:
Role: Procurement Officer
Location:  City of Johannesburg, Gauteng, South
Industry:  Waste Management

Start Date : Immediate 

Purpose of the Role

• Process purchase requisition for material and service in line with approved Project / end-user specifications while ensuring cost competitiveness and timely delivery.
• Source new potential vendors and update the Averda Preferred vendor list.
• Prepare and float RFQs / Inquiries.
• Conduct techno-commercial comparison for determination of most suitable source.
• Liaise with technical Department and Project team to obtain technical recommendation when necessary.
• Liaise with Contract Manager and Legal team during contract / agreement draft stage to provide input as necessary.
• Issue Purchase orders in the ERP system to ensure all Purchases are systematically conducted.
• Ensure consistent timely delivery through monitoring and following up on POs
• Resolve vendor and requester disputes pertaining to quality, service, warranty and delivery
• Identify spend optimization opportunities across categories
• Create, maintain and amend supplier agreement and contracts
• Perform vendor market assessment and evaluation
• Coordinate (with business shared service center, where applicable) for transactional activities
• Comply with Health, Safety and Environment policies (mandatory for all)
• Risk management (mandatory; Line manager discretion).
• Ensure highest level of Code of Code of Conduct and compliance with Ethics.
• Ensure Compliance with all Group Policies and Procedures.

• Must have Grade 12, Matric or NQF4 equivalent qualification. 
• Bachelor's Degree in Business / Science / Commerce / IT
• CIPS Diploma (Advantageous)
• Min 5 years experience in procuremnt
• Must have a clear criminal record.

• Teamwork, Planning & Organizing
• Problem solving
• Negotiation skills
• Delivery focus
• English – Advance level written and spoken)
• French – Advance level (written and spoken) for North-West African countries
• Arabic is advantageous.

• Proficient in MS application (Outlook, Word, Excel, Visio and PowerPoint)
• Oracle / Sage / SAP advantageous

• Deliver: Consistently strives to deliver business results and exceeds customer expectations
• Care: Develops rapport and works effectively with a diverse range of people
• Inspire: Spots opportunities and creates innovative solutions in order to deliver business results

• Ensure to source valid quotations and supplier proposals as per the exact requirements (i.e. clear SOW for services) specified by the end-user / Requesting Project / Function.
• Check that all approved PRs are compliant as per the Procurement guidelines before converting to PO (i.e. Complete item description and item specifications, matching UOM with quotations, approved promised date, delivery location)
• Ensure single source justification (SSJ) and urgency evaluation is performed and attached with the PO.
• Validate all auto POs created by the requesters (quotations and supplier selected) and approve accordingly
• Validate bypassed PRs (with Blanket PO source) and obtain justification from requester to add it to the Standard PO created
• Respond to all end-users claims and complaints and close with corrective action.

• Conduct RFQ, identify and invite suppliers for PRs of 0 value or PRs >$250
• Prepare bid comparison for the required specifications and attributes; Receive, review and analyse vendors bids / quotes / proposals
• Negotiate pricing, payment terms, contract T&Cs and any other commercial terms and update them in ERP
• Prepare all types of purchase orders. Urgent requirements to be processed within 24 hours.
• Attach all related documents (Quotations, comparison sheet, contract, drawings, specifications, recommendations etc.) for reference
• Arrange for international orders for shipping, insurance and clearance from port / border customs and record them in Landed cost management in ERP
• Ensure promised date and Landed cost management (whenever required) are captured and accurate
• Process Purchase requisition-based amount and category threshold as per Procurement Procedure.
• Establish a proactive approach towards blanket agreements while ensuring that strategic, and frequent goods and services are maintained with the approved vendors, in close coordination with the Procurement Manager and Project.
• Ensure to obtain competitive quotations as per approved specifications in line with the Group Procurement Procedure.
• Ensure Service Level Agreements exist for all service providers and strategic vendors to assure that goods and services are delivered in accordance to the business requirements
• Create, maintain and amend supplier contracts ensuring a start date and end data in ERP

• All approved quotations are negotiated before vendor selection while ensuring market price (original price before negotiation) is always added in the required field
• Source for alternative items (item replacements) currently purchased to generate Technical savings and link the replaced items in ERP in the required field
• Fixed rates for a period with discounted rates for all recurring /strategic items to reduce the Procurement efforts on ad hos / unplanned purchases

• Coordinate with the concerned people processing transactional activities and ensure to reply within 24 hours on any query from transactional buyers (whether in house or outsourced)
• Convert all approved and compliant PRs into PO within the agreed timeline
• Ensure all POs status are approved and closed as per the agreed timeline
• Ensure consistent timely delivery with no delays on the projects and urgent orders
• Process revisions, cancellations and manual closure to Purchase Orders after informing requester

• Visit and meet Vendors on regular basis as deemed necessary
• Perform prequalification for approved vendors while maintaining an updated and “Approved

• Supplier List’ in ERP in close coordination with Procurement Manager
• Perform supplier market assessment and supplier evaluation according to the set targets (and BBEEE considerations – applicable for SA only)
• Maintain good relationships with vendors & subcontractors to get solid support on deliverables (both Long-lead as well as Short-lead items)
• Ensure Service Level Agreements exist for all service providers and strategic vendors s to assure that goods and services are delivered in accordance to the business requirements
• Resolve and escalate vendor disputes whenever raised to the Procurement Department
• Complete a qualitative and quantitative vendor Evaluation in coordination with the Procurement Manager

• Exercise due diligence towards health and safety of self and others in the organisation
• Comply with the applicable HSE procedures, instructions, requirements, standards received from regulatory and statutory bodies
• Proactively report superior occurrences, events, violations and acts that may impact employee health, safety or environment
• Analyse current risks and identify potential risks in the area of responsibility
• Report the risk tailored to the relevant audience
• Build risk awareness amongst team by providing support and training