Job Description

Purpose of the Job

The IT Procurement Analyst and Administrator role supports the company's IT operations through efficient procurement, stock management and data processing. The role ensures accurate record-keeping, manages supplier processes, handles asset tagging, invoicing and maintains the IT communication systems.

Key Responsibilities

Purchase order and Transaction Management

Validate supplier details, item specifications, pricing, and delivery terms before PO issuance. Cross-check against approved requisitions and budget allocations. Monitor delivery confirmations and invoice matching to trigger PO closure. Reconcile PO balances and flag discrepancies for resolution. Ensure closure aligns with financial reporting cycles and audit requirements.

Status tracking of quotes and orders

Implement centralized tracking systems for RFQs, POs, and order confirmations. Monitor quote validity periods, lead times, and delivery schedules. Escalate delays or non-responses to procurement or vendor management teams. Generate periodic status reports to inform stakeholders and support decision-making.

Supplier / Vendor and Customer coordination

Facilitate clear communication of requirements, timelines, and compliance expectations. Conduct regular performance reviews and feedback sessions. Resolve disputes or service issues promptly and professionally. Track service delivery against SLAs and customer expectations. Capture feedback through surveys or direct engagement. Implement corrective actions and continuous improvement initiatives based on insights.

Data Analysis and reporting

Conduct Spend Analyses: Categorize spend by supplier, category, and business unit. Identify high-volume or high-cost areas for negotiation or consolidation. Use dashboards to visualize trends and anomalies. Identify Cost-Saving Opportunities: Benchmark pricing across suppliers and regions. Highlight redundant purchases or underutilized contracts. Recommend process improvements or alternative sourcing strategies.

Inventory Management

Schedule periodic physical counts and reconcile with system records. Investigate variances and implement controls to prevent recurrence. Document procedures and outcomes for audit compliance. Use barcode or RFID tagging for traceability and lifecycle tracking. Maintain an asset register with location, condition, and custodian details. Integrate tagging with inventory and maintenance systems.

Minimum Requirements

Grade 12 Administration or Procurement certification would be an advantage Minimum 3 years' experience within the procurement industry (would be an advantage if it was in the IT Field)

Skills Requirements

Vendor Management skills Inventory control skills regarding asset tagging Purchase order administration skills Quote gathering and approvals for the quotes Systems (ERP) knowledge and skills Proficiency in Microsoft Office Suite Document management and organisation skills Basic financial understanding Data extraction and analysis of procurement data for cost optimisation Strong ability to build strategic working relationships
Job Type: Full-time

Work Location: In person