Job Description

JOB PURPOSE

The main purpose of the role is to ensure the efficient procurement and purchasing of goods (aluminium extrusions and hardware) at cost effective prices and high quality; and maintaining accurate stock levels at all branches.

KEY PERFORMANCE AREAS

Procurement. Purchasing. Administration. Reporting. Quality Control. SHEQ Integrated Management System control.

MAIN RESPONSIBILITIES

PROCUREMENT

+ Oversee procurement strategies and define commercial terms that result in tangible reductions in costs.
+ Source new products as per company requirements and customers specifications and attain samples and pricing.
+ Secure favourable prices and terms with suppliers.
+ Monitor and control externally provided process performance that impact products and services.
+ Optimize inventory costing by undertaking price negotiations with suppliers for competitive rates.
+ Control procurement spend in line with financial requirements and remain within the budgetary requirements of the company.

PURCHASING

+ Prepare local and international orders according to purchasing data sheets.
+ Calculate branch requirements on incoming shipments and communicate accordingly.
+ Identify open PO's, IBT's and outworks jobs for all branches.
+ Action stock order requisitions by validating stock requirements and purchasing from local/international suppliers as per company requirements.
+ Complete stock purchases for local and international orders with permitted suppliers in line with company requirements.
+ Ensure all goods are imported cost-effectively (optimise containers), and import documents are accurate, compliant and valid.
+ Monitor Customs and Excise container stops and container free days to prevent vessel detention.
+ Ensure replenishment of goods, ensuring zero stock outs.
+ Review sales trends and forecast to determine adequate stock holding.
+ Mitigate all risks relevant to the Procurement processes by ensuring compliance to legal and statutory requirements.
+ Ensure that the branches are stocked optimally.

ADMINISTRATION

+ SAGE System maintenance

- Manage and update stock related information on SAGE.
- Maintaining stock warehouses on system.
- Set up BOM's (Bill of materials) and maintenance.
- Create and maintain stock codes of items on SAGE.
- Daily order relinks.
+ Ensure SLAs are in place with all procurement suppliers.
+ Continuous communication with senior management and branches.
+ Execute administrative requirements of the department as required.

- GRV's.
- Purchase orders.
- Clearing Instructions.
- Import Documentation.
- Submit Import Documentation to banking institution.
+ Retain Document Information as required by Legal and Statutory requirements.

REPORTING

+ Generate Stock level reports (price trends) as per company requirements.
+ Prepare month-end stock day's schedules timeously, analyse and report.
+ Review and analyse item costs on SAGE and identify cost increases/decreases and execute strategies to reduce item costs.
+ Procurement reporting:

- Monthly:

Groupings Costings Warehouses check IBT's check X Codes Check Cost variances - Weekly:

Shortages Stock outs - Ad Hoc Reports
- SHEQ reporting

This include but are not limited to: NCR's, Product loss, Risks, Customer satisfaction, Changes - Review lead times of suppliers to ensure continues improvement.

QUALITY CONTROL

+ Ensure all packaging meets company standards and comply with quality plans.
+ Ensure documented quality checks is completed on each shipment and review accordingly.
+ Raise any quality related Non-Conformances with the relevant suppliers and ensure compliance.

SHEQ INTEGRATED MANAGEMENT SYSTEM CONTROL

+ Ensure adherence to the OHS Act.

- Take reasonable care for the health and safety of themselves of other persons.
- Co-operate with the employer to enable prescribed duties or requirements to be complied with.
- Carry out any lawful order given and obey the health and safety rules and procedures.
- Report any unsafe or unhealthy situation to the employer.
- Report any incident to the employer.
- Comply with health and safety processes.
+ Ensure the warehouse maintains and complies with standards of health and safety, and hygiene always.

- Always maintain high standards of housekeeping.
- Ensure PPE is always worn in the warehouse.
+ Participate in any Integrated Management System activities as required.
+ Identify and report opportunities for improvement, Non-Conformances, and Incidents in area of responsibility.
+ Ensure adherence to all company policies and procedures.
+ Always maintain a high level of customer service levels standards.

KEY JOB REQUIREMENTS

QUALIFICATIONS

+ Grade 12 or equivalent.
+ 1 to 3 Years Diploma in the respective field.

EXPERIENCE

+ 5+ years' experience in a similar position.
+ Prior experience in procurement, sourcing, or supply chain roles within the aluminium industry or similar.

KNOWLEDGE REQUIREMENTS

+ Understanding of the end-to-end procurement process, including requisition, sourcing, evaluation, negotiation, and contract management.
+ Supplier Evaluation and Selection.
+ Basic financial knowledge to analyze cost structures, pricing models, and financial implications of procurement decisions.
+ Knowledge and understanding of applicable laws, regulations, and ethical norms related to procurement.
+ Awareness and understanding of the ISO Standard requirements relevant to the position.

SKILL REQUIREMENTS

+ Computer literacy with Proficiency in MS Excel at an intermediate level.
+ Proficient in SAGE / Pastel at an intermediate level.
+ Strong negotiation skills to secure favourable terms, prices, and contracts with suppliers.
+ Strong numerical and analytical skills with a high attention to detail, to analyze market trends, pricing data, and supplier performance to make informed decisions.
+ Outstanding problem-solving skills, with the ability to address unexpected challenges and finding suitable solutions to issues.
+ Excellent organizational and time management abilities to prioritize tasks and meet deadlines.