Buying Administrator at RCL Foods

Job Description    

• RCL FOODS is searching for a Buying Administrator to join our Grocery Division. The role will report into Senior Buyer and will be based at Randfontein.
• The incumbent will be responsible for providing administrative support and follow up to the purchasing process ensuring compliance with procurement procedures.

Minimum Requirements    

• Matric/Grade 12
• Preferably a supply chain or Business Diploma
• Procurement background
• MS Office (Excel, Word, Outlook)
• Relevant Syspro experience would be advantageous

Duties & Responsibilities    
Buying Administration – Support to Buyers:

• Where purchase orders are created on receipt of fully completed buying requisitions or workflows that have been approved in accordance with the Company policy and procedures, and Levels of Authority.
• Ensures all requests have correct authorisation as per policy.
• Ensures that all purchase requisitions contain accurate and complete information.
• Ensures Company requirements are met with all orders (i.e. correct authorization, 3 quotes are obtained where no group contract exists etc.). – second check at filing stage.
• Follows up and fixes problem invoices by resolving queries between suppliers and credit department. Ensures that invoice queries from creditors team are actioned in timely and efficient manner within 48 hours.
• Supports requisitions and compiles bid documentation to facilitate competitive procurement of non-complex, non-contract items.
• Solicits written quotations and assists in tabulating bids.

  Buying Administration:

• Expedites all orders to ensure that materials are shipped and delivered on promised dates.
• Pro-actively communicates unrealistic delivery dates to the buyers through expediting of orders.
• Monitor open orders not more than 90 days witch exception to imports and special requirements.
• Monitor and analyse accuracy of supplier delivery times against contract lead times. (i.e. lead time analysis)
• Maintains purchasing documents, files and records and follow up files of purchases, shipments, and related matters.
• Reports any challenges to the Senior Buyer or Procurement Manager.

  Teamwork and Self-Management:

• Takes ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follows through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Supports and drives the business core values.
• Manages stakeholders’ expectations and communicate appropriately.
• Demonstrates willingness to help others and “go the extra mile” to meet team targets and objectives.

Reporting Administration and Data management:

• Compile any requisite information for procurement reports required.
• Filing of all procurement documentation as per procedures manual.
• Compile ad hoc spreadsheets when required.
• Capture data accurately and regularly to enable access to reliable data

  Governance:

• Ensure that ethical standards and the requirements of the Company policy are adhered to.
• Report and or escalate any areas of non- compliance appropriately.
• Procedural compliance demonstrated, and where relevant process controls and procurement procedures have been implemented.