Procurement Administrator (Master Data & Document Compliance)

Empact Group; Gauteng; On-site; ZAR 180,000 - 280,000; Full time

Job summary

Empact Group seeks a Procurement Administrator to ensure accuracy and integrity of procurement master data and manage document workflows to support procurement operations.

The ideal candidate will have matric plus at least 2 years in Finance/Procurement, strong Excel and SAP skills, and a proven ability to handle large data sets under pressure while collaborating with Finance, Procurement and Operations.

Qualifications

• Matric qualification required; relevant Finance/Procurement qualification advantageous.
• At least 2 years in a Finance/Procurement role in a corporate environment.
• Proficiency in MS Office, including intermediate Excel.
• At least 2 years SAP experience; knowledge of other ERP systems a plus.
• Strong stakeholder focus and proactive problem-solving abilities.
• Ability to analyse and manipulate large financial data sets; detail-oriented.
• Capable of working under pressure in a deadline-driven environment.

Responsibilities

• Maintain and validate procurement master data (vendors, materials, pricing, contracts) in SAP/ERP.
• Create, change, and delete master data accurately and timely.
• Process high volume of transactions daily and prioritise data entry requests.
• Ensure data accuracy, completeness, and consistency across procurement databases.
• Implement data governance and standardisation procedures; conduct regular audits.
• Analyse data discrepancies and coordinate with Finance, Procurement, Operations.

Skills

MS Excel

Numeric skills

Attention to detail

Time management

Teamwork

Communication

Phone etiquette

Interpersonal skills

Pressure tolerance

Education

Matric qualification

Finance/Procurement qualification advantageous

Tools

SAP

ERP systems

MS Office

Job description

Procurement Administrator (Master Data & Document Compliance)

Main purpose of the job

The primary purpose of this job is to ensure the accuracy, integrity, and compliance of procurement master data while managing document workflows to support smooth procurement operations. The role encompasses three main areas of responsibility: Master Data Management, Document Compliance, and Process Support & Quality Assurance.

Desirable Education and experience required:

• Matric qualification however a relevant Finance/Procurement qualification would be advantageous
• At least 2 years of working experience in a Finance/Procurement related position within a corporate environment.
• Proficiency in MS Office including intermediate level in Excel
• At least 2 years of SAP experience is required, and experience in other relevant ERP systems is a plus
• Strong stakeholder-focused approach and proactive problem-solving abilities
• Ability to quickly analyse and manipulate large quantities of financial data, drawing out keymatters of significance
• Ability to work under pressure in a deadline driven environment

Knowledge Skills and Competencies required:

• Good numeric and administration skills
• Attention to detail and methodical
• Time management skills
• Deadline Driven
• Ability to work well in a team
• Must be able to work in a high-pressure environment
• Excellent communication skills
• Good phone etiquette
• Good numeric and administration skill
• Good interpersonal skills

Key Responsibilities

Master Data Management:

• Maintain and validate procurement master data (vendors, materials, pricing, contracts) inERP/SAPor procurement systems.
• Executemaster data creation, changes, and deletionsaccurately and timely.
• Process ahigh volume of transactions dailyand prioritise data entry requests.
• Ensuredata accuracy, completeness, and consistencyacross procurement databases.
• Implementdata governance best practicesand standardisation procedures.
• Conductregular auditsto identify and correct data errors.
• Analyse and correctdata anomaliesby comparing system records with source documents.
• Work withFinance, Procurement, Operations and other departmentsto resolve data discrepancies.
• Assist departments in solvingmaster data-related process issues.
• Track requests from receipt to completion.
• Prepare files formass updatesand ensure efficient processing.
• Participate inprocess improvementsto enhance data accuracy and efficiency.
• Follow through on tasks withinitiative and accountability.
• Handlead-hoc activitiesas required.

Document Compliance:

1. • Manage procurement-related documents (agreements, NDAs, certificates, compliance forms) in acentralised repository.
   • Add, update and remove files as needed, ensuring proper record-keeping.
   • Modify orimprove filing systemsfor better efficiency.
   • Ensure all documents comply withlegal, regulatory and company policies(e.g., General Data Protection Regulations (GDPR); Personal Information Act (POPIA)
   • Verify supplier documentation during onboarding (tax compliance, public liability insurance, letter of good standing, B_BBEE, certifications).
   • B_BBEE Management – Track and monitor supporting evidence of Supplier & Enterprise Development.
   • Monitorcontract expirations, renewals, and compliance deadlines.
   • Supportinternal and external auditsby providing accurate documentation.
   • Work with business partners to ensure submissions meetinternal audit requirements.
   • Proofread documentsto maintain high accuracy and professionalism.
   • Photocopy, scan, and file administrative documents.
   • Gather and verify information viaphone, email, or in-person.
   • Input dataaccurately and efficientlyinto internal systems.
   • Maintain anexcellent telephone mannerand professional correspondence.
   • Workeffectively under pressurewith strong attention to detail.
   • Handlead-hoc tasksas required.

Process Support & Quality Assurance:

• Conduct front-end analysis of requests to prevent errors and ensure adherence to policies.
• Optimize data quality to enhance procurement efficiency.
• Participate in process improvements to enhance data accuracy and efficiency.