Procurement Administrator

International-Facilities-Services-Limited; Umhlanga Rocks; On-site; ZAR 180,000 - 260,000; Full time

Job summary

International-Facilities-Services-Limited in Umhlanga Rocks, South Africa, seeks a procurement administrator to support administration, coordination, and supplier documentation within procurement workflows.

You will maintain trackers, coordinate RFx processes, ensure submission completeness, assist with monthly reporting, and help drive practical process improvements while upholding confidentiality and data integrity.

Qualifications

• Diploma or certificate in Business Administration, Procurement, or Supply Chain.
• 1–3 years' experience in procurement, supply chain or business administration.
• Valid EB driver's licence and willingness to travel across Sub-Saharan Africa.
• CIPS studies advantageous.

Responsibilities

• Maintain procurement trackers, sourcing calendars, action logs and shared repositories.
• Coordinate RFx administration, bidder communications, meeting logistics and document control.
• Check completeness of procurement submissions before routing for review or approval.
• Maintain supplier and contract documentation in approved repositories and naming conventions.
• Support onboarding documentation and follow up outstanding supplier information.
• Prepare meeting packs, minutes, action logs and follow-up reminders for procurement governance forums.
• Assist with purchase-order, catalogue or system administration within assigned access rights.
• Support monthly reporting by collecting and validating required inputs from owners.
• Maintain confidentiality and ensure records are filed promptly and retrievable.
• Identify recurring administrative bottlenecks and suggest practical process improvements.

Skills

Procurement administration

Education

Diploma/Certificate in Business Administration, Procurement, Supply Chain or equivalent

Job description

Purpose of the Role

1. Provide disciplined administrative and coordination support that keeps procurement workflows, records, meetings, supplier documentation and reporting inputs accurate and on time.
2. The role covers procurement administration, sourcing coordination, records, trackers, meeting support, supplier documentation and basic system transactions.

Key Responsibilities

2.1. Key Accountabilities

• Maintain procurement trackers, sourcing calendars, action logs and shared repositories.
• Coordinate RFx administration, bidder communications, meeting logistics and document control under specialist direction.
• Check completeness of procurement submissions before routing for review or approval.
• Maintain supplier and contract documentation in approved repositories and naming conventions.
• Support onboarding documentation and follow up outstanding supplier information.
• Prepare meeting packs, minutes, action logs and follow-up reminders for procurement governance forums.
• Assist with purchase-order, catalogue or system administration within assigned access rights.
• Support monthly reporting by collecting and validating required inputs from owners.
• Maintain confidentiality and ensure records are filed promptly and retrievable.
• Identify recurring administrative bottlenecks and suggest practical process improvements.

2.2. Decision Rights

• Request missing documentation.
• Return incomplete administrative submissions.
• Escalate overdue actions to responsible owners.

2.3. Governance & Risk

• Maintain access controls, confidentiality, accurate records and segregation of duties.
• Do not approve or commercially commit beyond delegated authority.

2.4. World-Class Function Expectation

• Provide a high-quality operational backbone that allows professional procurement resources to focus on strategic and commercial work.

2.5. Digital & Data Expectation

• Use approved procurement technology, structured data and digital workflows as the default way of working.
• Maintain high-quality data at source and actively identify automation opportunities.

2.6. Key Interfaces

• Procurement team, Finance, business stakeholders, suppliers and shared-service teams.

2.7. Teamwork and Self-Management

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, 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 utilising available training opportunities.
• Participate in and drive regular performance appraisals and ensure that own targets and goals are clear and achievable.

Qualification and Experience

• Relevant diploma/certificate in Business Administration, Procurement, Supply Chain or equivalent.
• CIPS studies advantageous.
• 1 to 3 years’ experience in procurement, supply chain, commercial or business administration.
• Valid Code EB drivers' licence
• Willingness to travel to the sites across Sub-Saharan Africa.

Preference will be given to internal applicants and appointments that support the achievement of our Employment Equity and Affirmative Action goals.