Assistant to the Procurement Manager

Hungry Lion; Stellenbosch; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading food retailer in South Africa is seeking an Assistant to the Procurement Manager. The role involves providing administrative, analytical, and operational support to enhance procurement processes. Key responsibilities include managing purchase orders, supplier communication, and data analysis. Candidates should have a diploma in a related field and 1-3 years' experience in procurement. Strong organisational skills and proficiency in Excel are required, along with effective communication abilities.

Qualifications

• 1–3 years of experience in procurement or administrative support roles.
• Familiarity with procurement or ERP systems is an advantage.
• Strong communication and supplier-interaction abilities.

Responsibilities

• Assist the Procurement Manager with day-to-day purchasing activities.
• Prepare and issue purchase orders based on approved requests.
• Monitor order status and ensure timely fulfilment.
• Communicate with suppliers regarding orders and pricing.
• Update procurement databases and prepare reports.

Skills

Organisational skills

Excel and data management

Communication skills

Supplier interaction

Education

Diploma or bachelor’s degree in Procurement, Supply Chain, Business Administration, or related field

Tools

SAP

Oracle

Sage

Syspro

Job description

OVERVIEW

The Assistant to the Procurement Manager provides administrative, analytical, and operational support to ensure efficient procurement processes across the organisation. This role involves assisting with supplier communication, managing purchase orders, analysing data, and coordinating daily procurement activities. It requires strong organisational skills, attention to detail, and the ability to work closely with internal stakeholders and external suppliers.

KEY RESPONSIBILITIES

Procurement Support

• Assist the Procurement Manager with day-to-day purchasing activities.
• Prepare and issue purchase orders based on approved requests.
• Monitor order status, delivery schedules, and follow up with suppliers to ensure timely fulfilment.
• Gather and compile supplier quotations for review and comparison.
• Help maintain accurate records of prices, contracts, product specifications, and supplier details.

Supplier Coordination

• Communicate with suppliers regarding orders, lead times, pricing, and documentation.
• Support supplier onboarding by collecting necessary compliance and registration documents.
• Assist in resolving supply issues, discrepancies, or quality concerns with suppliers.

Data & Reporting

• Update procurement databases, price lists, and supplier performance logs.
• Prepare regular reports on purchasing activity, cost savings, and key procurement KPIs.
• Analyse spend data to identify variances or potential cost‑saving opportunities.

Administrative Duties

• Organise procurement files, contracts, and documentation for audits and internal review.
• Schedule meetings, supplier calls, and follow-ups on behalf of the Procurement Manager.
• Maintain accurate records of procurement decisions and approvals.

Cross-Functional Support

• Liaise with Finance, Operations, Warehouse, and Quality teams to ensure smooth procurement and delivery processes.
• Assist in coordinating product samples, quality checks, or trial materials when required.

QUALIFICATIONS & EXPERIENCE

• Diploma or bachelor’s degree in Procurement, Supply Chain, Business Administration, or related field.
• 1–3 years of experience in procurement or administrative support roles.
• Familiarity with procurement or ERP systems (e.g., SAP, Oracle, Sage, Syspro) is an advantage.
• Strong Excel and data management skills.
• Good communication and supplier-interaction abilities.
  

KEY COMPETENCIES

• Strong organisational and time-management skills
• High attention to detail and accuracy
• Ability to multitask and work under pressure
• Strong teamwork and communication skills
• Problem-solving and proactive mindset
• Integrity and respect for confidentiality