Buying Administrator - Rainbow Chicken

Trending Talent Solutions; KwaZulu-Natal; On-site; ZAR 240,000 - 360,000; Full time

Job summary

Rainbow Chicken seeks a meticulous Buying Administrator to support the procurement process in the Added Value team. You will manage bid documentation, call-offs from contracts, and respond to inquiries with a focus on accuracy and timely delivery.

The role requires 3+ years in buying administration within FMCG or similar procurement environments, plus 2+ years in contract administration and reporting. SAP P2P experience is essential.

Qualifications

• Matric with Mathematics; Accounting advantageous.
• Minimum 3 years’ buying administration experience within FMCG or structured procurement.
• Minimum 2 years’ experience in contract administration and procurement reporting.
• SAP Procure-to-Pay experience.

Responsibilities

• Review requisitions and compile bid documentation to facilitate competitive procurement of non-complex, non-contract items.
• Solicit written and telephone quotations.
• Assist in tabulating bids and researching new sources of supply.
• Verify budgeted funds for specific products/projects.
• Inform staff and vendors regarding procedural requirements.
• Maintain purchasing documents, files and records and follow up files of purchases, shipments, and related matters.
• Process financial data and documents for updating and distributing information to support purchasing operations.
• Call off items from loaded contracts and capture purchase orders.
• Expedite outstanding order commitments to ensure timely delivery dates.
• Attend to creditor queries as needed by creditors department.
• Finalizing vendor applications as requested and perform basic checks.
• Inspect products received for quality and quantity to ensure adherence to specifications.

Skills

SAP Procure-to-Pay

Buying administration

Procurement reporting

Contract administration

Communication skills

Education

Matric with Mathematics

Diploma in Supply Chain/Procurement

Tools

SAP Procure-to-Pay

Job description

Rainbow Chicken is on the hunt for a Buying Administrator to join the Procurement department within the Added Value team. The candidate should be analytical, have good communication skills, be target driven and customer focus orientated.

Purpose of the Role

To provide administrative support to the purchasing process with specific responsibility for administering site/category bid and purchasing documents; calling off from loaded contracts; and responding to related inquiries.

• Matric with Mathematics (Accounting advantageous)
• Minimum 3 years’ buying administration experience within FMCG or structured procurement
• Minimum 2 years’ experience in contract administration and procurement reporting
• SAP Procure-to-Pay experience

Advantageous

• Diploma or studies in Supply Chain/Procurement
• Exposure to multi-site or category-based procurement
• Experience in high-volume environments

Key Responsibilities

Buying Administration

• Review requisitions and compile bid documentation to facilitate competitive procurement of non-complex, non-contract items.
• Solicit written and telephone quotations.
• Assist in tabulating bids.
• Research new sources of supply.
• Verify budgeted funds for specific products/projects.
• Inform functional staff and vendors regarding procedural requirements.
• Maintain purchasing documents, files and records and follow up files of purchases, shipments, and related matters.
• Process financial data and documents (e.g. bids, incoming purchase requisitions, etc.) for the purpose of updating and distributing information and/or acquiring resources to support the purchasing operation.
• Call off items from loaded contracts and capture purchase orders.
• Expedite outstanding order commitments to ensure that materials are shipped and delivered on promised dates.
• Attend to creditor queries as they arise and requested by creditors department.
• Finalizing vendor applications as per request and perform basic checks.
• Where appropriate, inspect products received for quality and quantity to ensure adherence to specifications.

Contract Administration Support

• Maintain contract registers and tracking tools
• Update P&I rates on SAP
• Assist and Complete Executive Summaries as required
• Compile contract and procurement reports
• Support spend analysis and reporting
• Monitor contract utilization and compliance

Reporting & Data Management

• Capture data accurately and regularly onto SAP to enable access to reliable data and reporting for trend analysis and decision making.
• Compile any requisite information for any site/category procurement reports required.

General Administration

• File and safeguard records within area of responsibility.
• Compile ad hoc spreadsheets and analysis when required.

Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritizing, and self- development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Support and drive the business core values.
• Manage colleagues and client’s expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.
• Champion training and development of self and others through utilizing available training opportunities.
• Participate in, and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.