Job Description

Primary Purpose of the Job

To assist the procurement department with meeting its administrative objectives, handle inquiries and maintaining stakeholder relationships.

Main Duties and Responsibilities

RFPs/RFQs/RFIs

• Provide support in compiling the tender documents.

• Phone potential suppliers to notify them of the upcoming invitations.

• Timeously email the invitation to suppliers, as per the tender guidelines.

• Provide support to the Procurement Specialist to compile a register with contact details and supplier responses. (Evaluation Template)

• Create and maintain the Teams site and ensure all documents are relevant throughout the tender process.

• Book meetings when required.

• Ensure a high level of accuracy is maintained in the information gathering process relating to the criteria of suppliers.

Supplier Maintenance

• Assist with the general administration of supplier information, data accuracy and document management records.

• Support the Procurement Specialist in obtaining all relevant documentation for new suppliers or re-evaluation of current suppliers.

• Ensure that all supplier information is correct, accurate and complete on the vendor management system.

• Upload documents on SharePoint for recordkeeping.

• Attend to and resolve all queries; if unable to resolve, escalate to manager

Categorization of Suppliers

• Support the Procurement Specialist to categorize all vendor spend on a monthly basis.

• Update the vendor management system with the category information monthly.

Contract Management

• Identify renewal and cancellation of contracts timeously and forward all necessary information to the Procurement Specialist/Manager.

• Assist the Procurement Specialist/Manager with the relevant information required to compile the contract.

• Set up meetings with all stakeholders to discuss, prior to contract being distributed to the supplier.

Payment Terms

• Report on suppliers that are earmarked to be paid monthly.

• Verify the payment frequency inputs on the service provider management system that they are as per agreed with the supplier.

• Run a monthly report on suppliers that is not being paid as per the agreed terms.

• Keep track of the pre-negotiated settlement discount amounts and report on it monthly to the Procurement Manager.

Adhoc

• Assist with internal procurement related projects when required.

• Provide support in service provider and internal stakeholder meetings, by drafting minutes, and uploading it onto the SharePoint platform.

Qualifications, Experience, Knowledge, and Skills

Qualifications

• Matric, Degree/Diploma in Procurement or Commerce.

Experience

• Applicants are not required to have professional work experience.

Knowledge

• Applicants are not required to have professional work experience.

Competencies: Technical and Behavioural

Technical Competencies

• Proficient in Microsoft Office
• Good verbal and written Communications Skills

Behavioural Competencies

• Ability to work as a team member
• Good oral and written communication skills
• Time Management
• Attention to detail
• Ethical Behaviour
• Ability to Multitask
• Adaptability
• Cope well under pressure

BDO Core Competencies

• Relationships and Collaboration
• Exceptional Client Service
• Business Growth
• Engaging people
• Leadership
• Quality, Risk management and Operational performance

BDO