General Buyer

Execustaff South Africa (Pty) Ltd; Gauteng; On-site; ZAR 320,000 - 520,000; Full time

Job summary

Execustaff South Africa (Pty) Ltd in Gauteng seeks a hands-on Procurement professional to manage PO administration, expediting, tactical buying, supplier and invoice administration, master data, and reporting.

You will ensure PO accuracy, monitor open orders, drive supplier performance, issue RFQs, and support procurement projects while maintaining compliance with SOPs and ISO-related requirements.

Job description

Key Responsibilities:

Purchase Order Administration

• Create and convert approved purchase requisitions into Purchase Orders (POs)
• Ensure POs are issued accurately and within agreed turnaround times
• Monitor and maintain open PO reports
• Track order acknowledgements and supplier confirmations
• Follow up on unconfirmed orders and overdue supplier responses
• Assist with PO amendments, cancellations, and revisions where required

Expediting & Supplier Follow-Up

• Proactively expedite open orders and backorders
• Follow up on scheduled deliveries to ensure on-time supply
• Escalate critical late deliveries to Buyers and Procurement Management
• Communicate delivery updates to branches and internal stakeholders
• Maintain an accurate overdue order tracker
• Assist in resolving supply shortages and urgent operational requirements

Tactical Buying & Sourcing

• Source routine and low-risk commodities within delegated purchasing authority
• Obtain competitive quotations from approved suppliers
• Conduct RFQs and prepare quote comparisons
• Ensure compliance with procurement procedures and approved supplier requirements
• Support buyers with tactical sourcing activities and supplier follow-ups

Supplier & Invoice Administration

• Resolve invoice, pricing, and Goods Received Note (GRN) discrepancies with suppliers and Finance
• Follow up on supplier documentation requests
• Assist with supplier onboarding administration as directed by the buying team
• Maintain supplier communication records

Master Data Management

• Maintain item master information within the ERP system
• Ensure accuracy of:
  • Units of Measure (UoM)
  • Supplier lead times
  • Minimum Order Quantities (MOQ)
  • Supplier reference
  • Pricing information where applicable
  • Support data quality initiatives

Reporting & KPI Support

• Compile and maintain procurement reports
• Update open order and overdue delivery reports
• Monitor procurement KPIs and provide weekly status updatesAssist buyers with reporting requirements and project administration

General Procurement Support

• Provide workload relief to Buyers across multiple categories
• Assist with procurement projects and improvement initiatives
• Crosstrain on key commodity groups
• Provide procurement coverage during leave periods and peak demand periods
• Perform additional procurement related duties as required.
• Key Performance Indicators (KPIs)

Procurement Efficiency

• PO cycle time from approved requisition to PO creation
• Number of PRs processed per month
• Open requisition backlog

Supplier Delivery Performance

• On-time delivery follow-up completion
• Reduction of overdue PO lines
• Backorder resolution turnaround time
• Expedite requests closed within SLA

Sourcing Compliance

• Percentage of purchases supported by:
• Three quotations
• Contract pricing
• Approved catalogues

Data Quality

• ERP item master accuracy
• Supplier data accuracy
• PO accuracy rate

Internal Service Levels

• Response time to branch enquiries
• Resolution time for delivery queries
• Stakeholder satisfaction feedback

Permitted

• Raise Purchase Orders within approved workflows
• Request quotations from approved suppliers
• Expedite deliveries and communicate with suppliers
• Prepare supplier comparisons and recommendations

Compliance Requirements

• Use approved supplier lists only
• Adhere to procurement SOPs
• Follow ISO-related purchasing requirements
• Maintain B-BBEE supplier documentation where required
• Ensure procurement records are accurately maintained and auditable