General Buyer

Execustaff Recruiting Services; Gauteng; On-site; ZAR 360,000 - 540,000; Full time

Job summary

Execustaff Recruiting Services in Gauteng is seeking a procurement professional to manage PO administration, expediting, and supplier coordination. You will convert requisitions to POs, monitor deliveries, and maintain data accuracy in the ERP.

You will support tactical sourcing, handle supplier invoices, and generate procurement reports. The role requires adherence to SOPs and ISO-related purchasing guidelines, with a focus on improving efficiency and service levels across branches.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• Compile and maintain procurement reports.
• Update open order and overdue delivery reports.
• Monitor procurement KPIs and provide weekly status updates.
• Assist buyers with reporting requirements and project administration.
• 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.
• PO cycle time from approved requisition to PO creation.
• Number of PRs processed per month.
• Open requisition backlog.
• On-time delivery follow-up completion.
• Reduction of overdue PO lines.
• Backorder resolution turnaround time.
• Expedite requests closed within SLA.
• Percentage of purchases supported by: Three quotations.
• Contract pricing.
• Approved catalogues.
• ERP item master accuracy.
• Supplier data accuracy.
• PO accuracy rate.
• Response time to branch enquiries.
• Resolution time for delivery queries.
• Stakeholder satisfaction feedback.
• Raise Purchase Orders within approved workflows.
• Request quotations from approved suppliers.
• Expedite deliveries and communicate with suppliers.
• Prepare supplier comparisons and recommendations.
• 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.

Job description

Key Responsibilities

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 updates Assist 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