The Procurement Officer will be responsible for managing supplier compliance, invoice verification, and procurement administration processes. This role requires strong administrative capability, attention to detail, and excellent communication skills, as the successful candidate will engage regularly with suppliers, contractors, and internal stakeholders.

The role is both operational and compliance-focused, ensuring that procurement activities align with company policies, financial controls, and B-BBEE requirements.

Key Responsibilities

1. Supplier Compliance & B-BBEE Administration

• Maintain and update a comprehensive supplier and contractor database.
• Collect and manage all required supplier compliance documentation.
• Proactively engage suppliers annually to obtain valid:
• B-BBEE Certificates
• EME/QSE Affidavits
• Verify authenticity and validity of all compliance documents.
• Track and diarise expiry dates to ensure timely renewals.
• Maintain an organised filing system (electronic and/or physical).
• Provide compliance documentation to internal teams and external auditors when required.

2. Invoice Verification & Control

• Review supplier and contractor invoices for accuracy, including:
• Legal entity details
• VAT registration numbers
• Addresses
• Invoice numbers and dates
• VAT calculations and totals
• Ensure compliance with SARS requirements and internal standards.
• Identify discrepancies and liaise with suppliers to resolve issues.
• Maintain a clear audit trail of invoice queries and resolutions.

3. Invoice Processing & Reporting

• Compile and maintain a monthly invoice schedule.
• Ensure all invoices are:
• Verified
• Approved
• Correctly allocated
• Prepare complete invoice packs for Finance/Accounts Payable.
• Ensure all supporting documentation is attached (POs, quotes, delivery notes).
• Assist with month-end processes to ensure timely submission.

4. Supplier & Contractor Liaison

• Serve as the primary contact for suppliers and contractors.
• Manage communication regarding:
• Invoices
• Compliance documents
• Payment requirements
• Build strong supplier relationships to improve turnaround times.
• Ensure suppliers understand company processes and standards.

5. Procurement Administration & Support

• Assist with sourcing suppliers and obtaining quotations when required.
• Ensure procurement processes align with company governance and policies.
• Maintain accurate records of:
• Supplier details
• Pricing
• Agreements
• Support cost control by identifying billing inconsistencies.

6. Team Supervision

• Oversee the Procurement/Admin Assistant.
• Allocate tasks and monitor daily activities.
• Review work for accuracy and completeness.
• Ensure processes are followed consistently.

7. Reporting & Internal Coordination

• Report directly to the Group Operations & Maintenance Manager.
• Prepare reports on:
• Supplier compliance
• Procurement activity
• Invoice processing status
• Collaborate closely with:
• Finance
• Operations
• Maintenance teams

8. Audit & Compliance Support

• Ensure all procurement documentation is audit-ready.
• Assist with internal and external audits.
• Ensure adherence to:
• Company policies
• Financial controls
• Regulatory requirements

Minimum Requirements

Experience

• 2–5 years' experience in procurement, finance admin, or a similar role.
• Experience working with supplier compliance and/or B-BBEE documentation is highly advantageous.
• Exposure to invoice processing and accounts payable processes.

Skills & Competencies

• Strong administrative and organisational skills
• High attention to detail and accuracy
• Excellent verbal and telephonic communication skills
• Strong email communication skills
• Good problem-solving ability
• Ability to manage multiple tasks and deadlines
• Proficiency in Microsoft Office (especially Excel)
• Experience with accounting/procurement systems (advantageous)

Personal Attributes

• Proactive and self-driven
• Professional and confident communicator
• Strong sense of accountability
• Able to build relationships with suppliers and internal teams
• Comfortable working in a structured, compliance-driven environment

Success Indicators

• Accurate and compliant supplier database
• Zero/low invoice errors and rework
• Timely invoice processing and submission
• Strong supplier relationships and responsiveness
• Audit-ready documentation at all times