Procurement Specialist

About the Company

The Group Procurement Specialist performs all Procurement Operations tasks including Procure to Pay (P2P) and Supplier Management activities. This includes converting requisitions into Purchase Orders, provides accurate data and customized reports that support the Procurement efforts and Internal Control compliance requirements, and provides business, organization knowledge & technical expertise to all procurement work processes, policies, and systems.

About the Role

Main duties & Responsibilities:

• Process requisitions conversion into Purchase Orders, including all requirements, e.g. verification of proper cost centre, tax codes, freight costs, etc.
• Work with Group Procurement Function team and/or Group Head of Procurement as well as Suppliers to get correct pricing, lead times, etc.
• Process Requests for Quotation as needed.
• Process and follow-up on Special orders (Emergency, Urgent…) as per procurement standards and policies.

• Order Management:
• Transmission and acknowledgment of Purchase Orders.
• Perform all PO Admin work, including faxing/mailing POs, packages, mass mailings, etc.
• Perform routine supplier follow up items, e.g. PO or inquiry receipt verifications, etc.
• Maintain Purchases documents as needed, i.e. Outline Agreements, including changes for price, delivery, etc.
• Archiving: Maintain all Purchases related documents, including commercial documents, inquiry packages and recaps, etc.
• Support Purchase Requisitioners by providing estimated cost for the Goods and Services according to Procurement Policies.
• Support resolving GRIR Imbalances.
• 1st level support for purchases related supplier questions.
• Manage Supplier Interface issues appropriately with the Central Procurement Function Category teams and/or Group Head of Procurement as well as Accounts Payable.

Reporting & Procurement Control:

• Manage open order reports, including PO closing, supplier follow up on late deliveries, pricing issues, PO variance reports, etc.
• Resolve blocked Invoices for price variance.
• GRN/IR variances and resolution.
• Report and Track claims, credits, returns, and exchanges as per credit & claims procedure.

Procurement Systems Support:

• Supplier Registration, Pre-Qualification & Document Handling.
• System Admin (PR, PO and MOA.)
• Contract Management.
• Procurement & Supplier Master Data management.
• Maintain Approved Supplier List.

System Admin:

• Perform Procurement User System setup & help-desk tasks.
• Maintain Procurement User Manual.
• Perform Procurement User Trainings & end user support.
• P2P Improvement project management.
• Payment terms improvement.
• Supplier performance management.
• Supplier risk analysis.

Payment Resolution:

• Manage blocked invoice reports, including follow up with suppliers for price issues and business teams for receipt issues.
• Support Business and Finance to ensure Payment On Time (POT).

Credit Management:

• Follow up on claims, credits, returns, and exchanges as per the work plan and credit claims procedure.

Qualifications

Education, Experience, & Skills:

• General Business Skills & Knowledge
• Operates office equipment (printers, copiers, fax machines etc.)
• Well organized.
• Written and verbal communication & presentation skills.
• Basic Project Management Skills.
• Understands the Company’s organizational structures and how it operates to be able to either perform required follow-up steps or provide follow-up recommendations to others as needed.

Purchases knowledge

• Has an excellent understanding of Procurement Cycle, Policies, and Procedures.
• Knows well internal control and compliance principles.
• Knows difference between the types of procurement spend categories as capital & corporate services & IT, etc.
• DOA/DA knowledge and use.

Corporate Skills

• Understands and applies Company Policies: Conflict of Interest, Gift & Entertainment, Ethical Treatment of Suppliers, Security, Competitive information Collection, Delegation of Authority, Legal Guidelines.
• Protects sensitive information so that suppliers don’t use Mantrac for their industry benchmarking efforts.
• Stays up-to-date on latest policy revisions, interpretations.

Communication & Interpersonal Skills

• Strong reasoning skills.
• Practices active listening skills.
• High personal integrity.
• Customer Service oriented.
• Practices principles in giving and receiving feedback.
• Learns & applies new information quickly; Anticipate problems before they occur; Take a broad view; find meaningful connections; use logic and intuition to define problems/solutions.