Job Description

Purpose of the Job

To coordinate and maintain the supplier database process for the Companies' procurement. To ensure Supplier compliance with internal policies and procedures, while maintaining an accurate and up-to-date supplier database.

Key Performance Areas

Vetting and Loading of all new suppliers

On approval of new vendors, ensure that an end-to-end process is followed in EFTsure with the vendors to be uploaded and approved in line with the procurement rules and policy.

Stakeholder Engagement

Engage with the business on the requests for new suppliers and ensure all compliance documents and relevant motivations are in place.

Engage with suppliers on required and expired documents and/or queries.

Supplier Database Management

Update and maintain supplier contact information, certifications, and performance records.

Ensure supplier data is compliant with internal systems and regulations.

Conduct routine data clean-up to ensure database accuracy and maintain data integrity.

Supplier Compliance Monitoring (Non-Contractual Suppliers)

Maintain compliance documents for non-contractual suppliers.

Maintain the vendor database ensuring it is always updated with up-to-date compliance documents

Supplier Communication & Relationship Management

Serve as the point of contact for supplier queries and concerns.

Coordinate and resolve supplier issues / queries.

Maintain positive relationships with key suppliers to ensure ongoing collaboration and continuous improvement.

Document Control & Record Keeping

Ensure that all procurement-related documentation is stored properly (e.g., contracts, performance reports).

Maintain up-to-date supplier certifications and compliance documentation

Track and organize all procurement related paperwork in compliance with company and regulatory requirements.

Knowledge

Supply Chain Management in procurement background Understanding of procurement technologies and systems. Familiarity with methodologies to identify and implement process improvements within the procurement function. Procurement Regulations and Policies

Job Specific Skills

Very strong administration skills Able to prioritize tasks Attention to detail Proficiency in relevant procurement software and data management systems

Competencies

Professional, assertive, and driven Detail oriented Able to cope under pressure. Team player Exceptional relationship builder at all levels, with a consultative approach Intelligent self-starter, showing initiative and ability to work autonomously Able to thrive in an environment that frequently questions and challenges Hard worker who works well under pressure and is deadline focused, and results driven Adaptability and continuous improvement mindset as competencies, emphasizing the importance of staying updated with industry trends and best practices

Experience

2 Year experience in office administrative duties / Procurement vendor administration

Education

Matric, or Administration/Procurement Qualification

Internal Liaison

Procurement Contract Managers All relevant departments within the organization IT Department RFP team

External Liaison

EFTsure Support Team * Suppliers