Procurement Officer

Merand Recruitment; Stellenbosch; On-site; ZAR 260,000 - 420,000; Full time

Job summary

Merand Recruitment is seeking an experienced Procurement Officer to coordinate procurement activities, stock control and supplier communications. You will manage purchase orders in Xero and ensure proper approvals and documentation.

The role supports the Finance Manager in implementing procurement processes, controls, and cost-saving initiatives, with a focus on timely, compliant procurement.

Qualifications

• 3-5 years' experience in procurement, inventory control or accounting administration.
• Experience with supplier coordination, PO processing and stock management.
• Advanced Excel and reporting skills required.

Responsibilities

• Obtain quotations from approved suppliers and compare pricing.
• Create and process purchase orders in Xero with proper approvals.
• Monitor stock levels and coordinate replenishment.
• Maintain supplier contract register and track renewals.
• Assist with spend analysis and cost-saving opportunities.
• Support procurement governance and documentation.

Skills

Procurement administration

Supplier coordination

Stock control

Purchase order processing

Advanced Excel

Education

Diploma or degree in Supply Chain Management or related

Grade 12 (Matric)

Tools

Xero

Microsoft Excel

PowerPoint

Outlook

Job description

Our client is seeking an experienced Procurement Officer to coordinate procurement activities, stock control, supplier communications and purchase order administration. The successful candidate will ensure the timely and cost-effective acquisition of goods and services while supporting the Finance Manager in implementing procurement processes and controls.

KEY RESPONSIBILITIES

PROCUREMENT ADMINISTRATION

• Obtain quotations from approved suppliers.
• Compare quotations, evaluate pricing and prepare recommendations for approval.
• Create and process purchase orders in Xero in accordance with the delegation of authority.
• Ensure all procurement transactions are supported by the required documentation.
• Confirm that purchases have been properly authorised before processing.
• Follow up on outstanding orders and deliveries.
• Ensure compliance with procurement policies, procedures and internal controls.
• Identify cost-saving opportunities and assist with spend analysis.

SUPPLIER COORDINATION AND RELATIONSHIP MANAGEMENT

• Liaise with suppliers regarding pricing, product availability, quotations and delivery schedules.
• Maintain the supplier contract register and monitor contract expiry dates to ensure timely renewals.
• Monitor supplier performance and assist with resolving supplier-related issues.
• Escalate supplier concerns to the Finance Manager.
• Communicate relevant supplier updates and procurement issues to management.

STOCK AND INVENTORY CONTROL

• Monitor stock levels of office, teaching, clinical and operational supplies.
• Coordinate stock replenishment and ensure stock is available when required.
• Receive deliveries and verify goods against invoices and delivery documentation.
• Record and process stock transfers, adjustments and related invoices.
• Conduct physical stock counts and reconcile actual stock against system records.
• Investigate stock discrepancies and arrange for corrections where necessary.
• Ensure stock movements are accurately recorded and properly documented.
• Prepare and maintain stock reports and monthly reconciliations.

PRODUCT ORDERS AND DISTRIBUTION

• Coordinate weekly and bi-weekly orders according to operational requirements.
• Consolidate order requirements and maintain accurate order schedules.
• Request quotations where standard supplier order forms are unavailable.
• Process purchase orders and communicate approved orders to suppliers.
• Track deliveries and verify quantities received against orders.
• Coordinate the packing and distribution of stock, kits and other required items.
• Maintain accurate records of orders, deliveries and outstanding items.

PROCUREMENT OF KITS, TEXTBOOKS AND UNIFORMS

• Coordinate procurement requirements for student kits, textbooks, uniforms and related supplies.
• Obtain updated requirements and quantities from relevant departments.
• Request supplier quotations and compare pricing with previous periods.
• Take existing stock levels into consideration when determining order quantities.
• Liaise with suppliers regarding pricing, product specifications and availability.
• Maintain accurate pricing schedules and supporting documentation.
• Prepare and process purchase orders for approval.
• Coordinate uniform requirements, sizes and quantities where applicable.
• Ensure items are ordered and delivered according to operational and academic requirements.

STOCK TRANSFERS AND FINANCIAL ADMINISTRATION

• Process stock transfers between departments and operational units.
• Prepare invoices for stock issued or transferred where required.
• Ensure stock adjustments are accurately recorded against the appropriate accounts.
• Maintain supporting documentation for stock movements and transactions.
• Reconcile stock records and investigate discrepancies.
• Submit relevant invoices and documentation to the finance team for processing.

UNIFORM RECONCILIATION

• Maintain records of staff uniform purchases and allocations.
• Reconcile uniform costs against the relevant employee records.
• Prepare monthly schedules for salary deductions where applicable.
• Ensure records are accurate and supporting documentation is maintained.

AUDIT ASSISTANCE AND REPORTING

• Assist with internal and external audits relating to procurement, inventory, kits, textbooks, uniforms and stock transactions.
• Provide supporting documentation and information requested during audits.
• Prepare monthly procurement reconciliations and stock counts.
• Report on outstanding purchase orders, supplier issues and stock discrepancies.
• Assist with procurement reporting, expenditure analysis and identifying opportunities for improved cost control.

FIXED ASSET PROCUREMENT AND CONTROL

• Assist with the procurement of fixed assets.
• Maintain accurate fixed asset procurement records.
• Ensure purchased assets are appropriately documented and tagged.
• Assist with maintaining records of asset purchases and related documentation.

MINIMUM REQUIREMENTS

• Grade 12 (Matric).
• Diploma or degree in Supply Chain Management, Procurement, Accounting or Finance.
• 3-5 years' experience in procurement, inventory control or accounting administration.
• Previous experience in supplier coordination, purchase order processing and inventory management.
• Proficiency in Xero, Microsoft Excel, PowerPoint and Outlook.
• Experience with procurement and inventory management systems.
• Advanced Excel and reporting skills.

KEY COMPETENCIES AND SKILLS

• Strong procurement administration skills.
• Supplier coordination and relationship management.
• Purchase order processing and quotation evaluation.
• Stock control and inventory management.
• Financial and commercial awareness.
• Advanced Microsoft Excel and reporting skills.
• Strong numerical and analytical abilities.
• Excellent attention to detail and accuracy.
• Planning, organisational and time-management skills.
• Strong written and verbal communication skills.
• Problem-solving and decision-making abilities.
• Ability to manage multiple priorities and meet deadlines.
• Integrity, confidentiality and a high level of professionalism.
• Ability to work independently and collaboratively with internal departments and external suppliers.