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- The Procurement Administrator is central to Companies day-to-day procurement flow: engaging suppliers, obtaining and verifying quotations, processing purchase orders, coordinating payments through Accounts, following up on deliveries, and performing three-way verification between the order, PFI, and final tax invoice.
- The role also involves regular customer engagement (telephonic and in-person) and supports Accounts with load recons, packing lists, and commercial invoices.
- Reaching out to suppliers, sending order guides, and obtaining quotations (PFIs); comparing supplier pricing and terms.
- Raising, issuing, and managing purchase orders end-to-end; coordinating with Accounts for timeous payment.
- Following up on deliveries and confirming delivery timelines with suppliers.
- Three-way verification: Order Guide vs PFI (confirming all items quoted, no inflated or added items); PFI vs Tax Invoice (reconciling goods received, accounting for back-orders delivered post-PFI).
- Escalating discrepancies promptly.
- Liaising with customers and suppliers regularly — managing expectations on lead times, pricing, availability, and delivery.
- Preparing and verifying packing lists, commercial invoices, and export documentation; assisting Accounts with load recons and load planners.
- Applying customs and tariff knowledge for cross-border shipments (Malawi, Zimbabwe, Mozambique).
- Maintaining accurate procurement records, supplier files, and correspondence; preparing reports using Excel and ERP tools.
- Any other reasonable duties assigned by the Directors or Procurement Team.
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- Matric and relevant Diploma or Certificate in Procurement, Supply Chain, or Business Administration (advantageous).
- Minimum 5 years’ experience specifically in the FMCG environment (essential, non-negotiable).
- Excellent command of English written and verbal professional customer and supplier engagement.
- Strong Microsoft Excel proficiency non-negotiable formulas, VLOOKUP, pivot tables for verifications and reconciliations.
- Working experience with ERP systems (SAP, Syspro, Sage, or similar) — advantageous.
- Demonstrable experience using AI tools (ChatGPT, Microsoft Copilot, Claude, or similar) to support day-to-day productivity.
- Customs, logistics, & export experience - highly advantageous.
- Clear criminal record and clean credit record (non-negotiable).
- Must have high integrity, sharp attention to detail (particularly on verifications and reconciliations), and be reliable, proactive, and adaptable — comfortable adopting new technologies including AI-driven tools.
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