Procurement Administrator (Master Data & Document Compliance)

Empact Group; Gauteng; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A prominent procurement organization is seeking a Procurement Administrator to ensure accuracy and compliance of procurement master data, manage document workflows, and support procurement operations. The ideal candidate will have experience in Finance/Procurement, proficiency in SAP, and strong analytical skills. This role demands excellent attention to detail, effective communication, and the ability to work under pressure.

Qualifications

• At least 2 years of experience in a Finance/Procurement role.
• Strong stakeholder-focused approach.
• Ability to analyze and manipulate large datasets.

Responsibilities

• Maintain and validate procurement master data in ERP/SAP.
• Manage procurement-related documents in a centralized repository.
• Conduct front-end analysis of requests to prevent errors.

Skills

Attention to detail

Time management

Communication skills

Proactive problem-solving

Education

Matric qualification

Relevant Finance/Procurement qualification

Tools

SAP

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; 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 Excel skills.
• At least 2 years of SAP experience; experience in other relevant ERP systems is a plus.
• Strong stakeholder-focused approach and proactive problem-solving abilities.

• Ability to quickly analyze and manipulate large quantities of financial data, drawing out key matters of significance.
• Ability to work under pressure in a deadline-driven environment.

Knowledge, Skills, and Competencies required:

• Good numeric and administrative skills.
• Attention to detail and methodical approach.
• Time management skills.
• Ability to work well in a team.
• Must be able to work in a high-pressure environment.
• Excellent communication skills.
• Good phone etiquette.

Key Responsibilities

Master Data Management:

• Maintain and validate procurement master data (vendors, materials, pricing, contracts) in ERP/SAP or procurement systems.
• Execute master data creation, changes, and deletions accurately and timely.
• Process a high volume of transactions daily and prioritize data entry requests.
• Ensure data accuracy, completeness, and consistency across procurement databases.
• Implement data governance best practices and standardization procedures.
• Conduct regular audits to identify and correct data errors.
• Analyze and correct data anomalies by comparing system records with source documents.
• Work with Finance, Procurement, Operations, and other departments to resolve data discrepancies.
• Assist departments in solving master data-related process issues.
• Track requests from receipt to completion.
• Prepare files for mass updates and ensure efficient processing.
• Participate in process improvements to enhance data accuracy and efficiency.
• Follow through on tasks with initiative and accountability.
• Handle ad-hoc activities as required.

Document Compliance:

1. • Manage procurement-related documents (agreements, NDAs, certificates, compliance forms) in a centralized repository.
   • Add, update, and remove files as needed, ensuring proper record-keeping.
   • Modify or improve filing systems for better efficiency.
   • Ensure all documents comply with legal, regulatory, and company policies (e.g., GDPR, POPIA).
   • Verify supplier documentation during onboarding (tax compliance, insurance, certifications, B_BBEE).
   • Track and monitor supporting evidence of Supplier & Enterprise Development.
   • Monitor contract expirations, renewals, and compliance deadlines.
   • Support internal and external audits by providing accurate documentation.
   • Work with business partners to ensure submissions meet internal audit requirements.
   • Proofread documents to maintain high accuracy and professionalism.
   • Photocopy, scan, and file administrative documents.
   • Gather and verify information via phone, email, or in person.
   • Input data accurately and efficiently into internal systems.
   • Maintain an excellent telephone manner and professional correspondence.
   • Work effectively under pressure with strong attention to detail.
   • Handle ad-hoc tasks as 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.