SUPPLY CHAIN ADMINISTRATOR

Key responsibilities

a) Prepare and review purchase requisitions and orders as required, maintain records of all shipments and invoices

b) Receive stock, equipment and materials into the ERP system, monitor inventory levels and reconcile physical inventories with records, generate and review inventory reports and enter data for stock replenishment.

c) Match purchase requisitions and orders with invoices and forward to accounts for payment processing

d) Follow up with suppliers to determine supply needs, quality, schedule deliveries, resolve material and value discrepancy, outstanding and overdue delivery of orders, and return of materials

e) Prepare and maintain purchasing files, reports and price lists

f) Maintain stock rotation using various approaches such as ‘first expiry first out’ (FEFO) and ‘first in first out’ (FIFO), and account for obsolete stock and coordinate the disposal process.

g) Present for approval all East Africa purchase orders to the C.O.O or FD.

h) Prepares requests for quotations

i) Maintain invoice and warehouse transfer journals filing system

j) Maintain an accurate and up-to-date supplier information database for all suppliers.

k) Monitor and track delivery dates with suppliers.

Technical skills:

• Knowledge of relevant tools and technology, applicable regulations and standards
• Ability to use spreadsheets and ERP systems
• Proficiency in MS office suite

Behavioural skills

• Excellent administrative & organizational skills
• Excellent customer service with good problem solving skills
• Excellent communication (written and spoken) skills
• Ability to make decisions and manage time effectively
• Ability to adhere to a code of ethical conduct
• Must be detail oriented, dependable, persistent, adaptable and able to exercise self-control
• Ability to work independently and as part of a team

Work environment:

• Frequent ordering for multiple sites
• Large number of suppliers
• Position is based in an office, requiring sitting at a desk most of the day