QUALIFICATIONS AND EXPERIENCE Matric/Grade 12 Tertiary qualification In CIPS Level 3: Advanced Certificate in Procurement and Supply Operations Data and/or analytics-related certification Minimum 2 years’ experience in procurement within the Mining and Engineering industries Advanced Excel skills Knowledge and experience with ERP systems Supply Chain knowledge and experience Inventory replenishment experience and understanding of inventory data management concepts Analytical thinking and problem-solving skills Report writing skills Mining industry technical knowledge MS Navision experience DUTIES AND RESPONSIBILITIES Generating Purchase Orders: All request for the purchase of goods must be submitted before generating any purchase orders. Sourcing of products using the Approved Supplier List (ASL), Internet, verbal or personal knowledge. Obtain a minimum of three (3) quotes to evaluate the best quality and pricing options from various suppliers. Ensure that the requester provides accurate information, including department codes and cost codes. It is the buyer’s responsibility to verify the accuracy of the information received. It is the responsibility of the buyer to ensure that the items listed on the purchase order are accurate. If there is no existing contract pricing for a specific vendor, supporting quotes must be attached to the purchase order. Any purchase order submitted with inaccurate information will not be approved. Throughout the production cycle, effectively plan, monitor and schedule the movement and delivery of materials and parts. Ensure that estimated delivery times are accurate and reflect supplier lead times, with purchase order dates entered correctly. Provide comprehensive support for any urgent requirements that arise from production and branch locations / operations and any stakeholder as needed. Assist workshop by developing contingency plans to source alternative items in case goods are unavailable or suppliers are unable to fulfil deliveries. Continuously seek opportunities to enhance the purchasing process and eliminate unnecessary delays. Act as a liaison between suppliers and relevant departments regarding purchasing processes and procedures. The turnaround time for items that do not meet specifications should be addressed promptly. Investigate and query any price discrepancies from suppliers prior to amending purchase orders. On a weekly basis, follow up with suppliers using the Outstanding Purchasing back-order report. In the event that delivery dates for items change, notify the relevant departments accordingly. Notify the procurement clerk of all price differences and increases received, ensuring accurate pricing is recorded in the ERP and relevant database systems. Foster and maintain positive relationships with suppliers. Expediting Purchase Orders: The buyer responsible for generating the order is required to expedite the order and ensure timely delivery. Confirm that deliveries from suppliers meet the requested delivery dates specified in the order. Please note that the warehouse receiving team is not permitted to accept early deliveries unless prior arrangements are made. Promptly identify and communicate any delivery delays to the relevant departments. Supervise just-in-time deliveries closely. Collaborate effectively with warehouse personnel and offer support to warehouse staff in addressing all purchasing inquiries, including quality concerns and instances where items have not been supplied according to specifications. The buyer is accountable for notifying the supplier of any items not supplied according to specifications. Ensure correct items are delivered promptly to prevent any delays in production and sales requirements. Generate required reports to ensure that accurate information related to orders is effectively communicated to the relevant departments and perform weekly follow-ups with suppliers utilising the purchasing back-order report. Sourcing- Production & Ad Hoc: Collaborate with a diverse array of suppliers, both existing and potential vendors. For products that have extended lead times, evaluate alternative suppliers or product options. For Suppliers, complete the Supplier Evaluation/ Vetting process. The buyer is tasked with collecting all relevant information regarding the item from the requester, this includes but is not limited to the latest correct drawing, product codes and references. Secure a minimum of three (3) quotations to ensure competitive pricing. If the sourced item is not a direct alternative, consult with the Technical Department for approval. Additionally, all supporting documentation shall be submitted to the Technical Department for approval required. Communicate all source items to the Technical Support Specialist in a prompt and timely manner to avoid any delays. Cost Savings: At all times ensure best competitive pricing. Source potential suppliers who may deliver more cost-effective services or products.
