Job Title: Administrator (Procurement)
Location: Sandton, Gauteng
Industry: Procurement / Supply Chain
Purpose of the Role
To manage and coordinate the supplier onboarding process and ensure the accuracy and compliance of supplier information across the organization’s procurement systems. This role supports supplier governance by maintaining up-to-date records, engaging stakeholders, and ensuring adherence to internal policies and regulatory standards.
Key Responsibilities
Supplier Onboarding and Vetting
- Process and vet all new supplier applications in accordance with procurement policies.
- Facilitate the end-to-end onboarding process using EFTsure, ensuring suppliers are properly loaded and approved.
- Ensure all supporting documentation and compliance requirements are met before activation.
Stakeholder Engagement
- Liaise with internal departments to process supplier requests and gather necessary compliance documentation and approvals.
- Communicate directly with suppliers regarding missing, expired, or incomplete documentation.
Supplier Database Management
- Maintain and update supplier contact details, certifications, and performance metrics.
- Ensure supplier data aligns with company systems and complies with internal and regulatory requirements.
- Conduct regular data cleansing to ensure the accuracy and integrity of supplier records.
Compliance Management (Non-Contracted Suppliers)
- Maintain compliance documentation for all non-contracted vendors.
- Ensure the supplier database remains current with valid compliance records.
Supplier Communication and Relationship Management
- Act as the main point of contact for supplier queries and support.
- Proactively address and resolve supplier-related issues or concerns.
- Foster positive, long-term relationships with suppliers to encourage collaboration and improve service levels.
Documentation and Record Control
- Store and manage procurement-related documents, including contracts and performance reports.
- Keep supplier certifications and compliance documents updated.
- Ensure document handling complies with company and external regulatory standards.
Knowledge and Skills Requirements
Knowledge:
- Strong background in procurement and supply chain management.
- Working knowledge of procurement systems and technologies.
- Understanding of procurement regulations, policies, and best practices.
- Experience in process improvement methodologies within procurement functions.
Skills:
- Excellent administrative and organizational skills.
- High attention to detail and data accuracy.
- Proficient in procurement software and data management tools.
- Strong prioritization and multitasking capabilities.
Competencies
- Professional, assertive, and proactive.
- Detail-oriented with a consultative, solutions-driven approach.
- Able to handle pressure and meet deadlines.
- Strong interpersonal and relationship-building abilities.
- Self-motivated with the ability to work independently.
- Adaptable and committed to continuous improvement.
Experience & Qualifications
- Experience: Minimum of 2 years in an administrative role, preferably within procurement or vendor management.
- Education: Matric (Grade 12) required. A qualification in Administration or Procurement is advantageous.
Internal Stakeholders
- Procurement Contract Managers
- Internal Departments
- IT Team
- RFP Team
External Stakeholders
- EFTsure Support Team
- Suppliers
