Procurement Consultant

Summary of Role

The purpose of our procurement consultant role is to ensure client satisfaction by delivering costeffective tailored technology products and services that align with Numatas Solution Stack and Best Practices. This role involves providing an integrated endtoend procurement service encompassing sourcing pricing and delivery.

Responsibilities

The key responsibilities of the role will include but not be limited to those outlined below.

Duties and Responsibilities:

1. Conducting continuous research to understand pricing trends and adjust margins to remain competitive
2. Prepare quotations for clients ensuring that they are accurate and competitive
3. Process Purchase Orders
4. Ensure that delivery is on time by proactively following up with the supplier or courier and coordinate installations with the MSOC providing them with sufficient notice
5. Ensure that inventory invoicing is done in a timely and accurate manner
6. Manage and monitor inventory levels and valuation
7. Ensure that promotions are communicated to clients
8. Manage internal inventory and procurement
9. Manage partner / vendor rebate claims actively
10. Communicate vendor training requirements to the EEO
11. Stay informed on new hardware and software trends and technologies
12. Manage relationships with hardware and software distributors and vendors
13. Manage returns credits and disputes
14. Actively search for upselling opportunities and upgrades throughout the customer base
15. Stay abreast with product lifecycles to ensure that our clients are not running any risks for example outdated end of life Operating Systems
16. Assist clients with rental agreements

Back Order Management

• Requesting updated Back Order reports from each distributor to update the Back Order Report and saving it accordingly.
• Notify the Procurement Team that the report is updated and confirm any orders that have been received which can be released for delivery to the customer or which items can be cancelled.
• Procurement Consultant to action all requests with the relevant supplier.

Order Logistics and Tracking

• Order Tracking specifically when a customer confirms they have not received the order or if there is a potential issue with the order (e.g. delivered to the wrong address).
• Reaching out to the relevant distributor to track the order and provide feedback to the Procurement Team or directly to the customer as discussed with the Team.

Process Goods Receipt Voucher (GRV) in System once Supplier Invoice is Received

• Monitor the designated mailbox daily for all new Supplier invoices.

Once an invoice has been received move it to the system and:

• Check that pricing (line item and total) matches the original Purchase Order (PO) sent to the distributor.
• Insert the Supplier invoice number in the Vendor invoice field in the Purchase Order in the system.
• Check line items on the PO against line items on the Invoice and partially GRV the Invoice if relevant.
• Note: Outstanding items should be added to the Back Order Report.
• Once all checks are complete the Supplier Invoice should be GRVd in the system.

Generate Invoice to Customer

• Generating invoices and sending it directly to the customer from the system (contact person as per what is loaded in the system).
• Weekly Unprocessed Purchase Order Report
• Generate unprocessed report to see which Purchase Orders have not been processed.
• Check this list against the Back Order reports from the distributor and where orders do not appear on the distributors Back Order report:
• Provide regular feedback to the Procurement team

Skills & Experience

Qualifications

• Degree/ Diploma in Business Related field of study

Mandatory Experience

• Advanced understanding of IT Hardware Source and procure appropriate IT hardware and components.
• Work comfortably with ERP systems.
• Exhibit excellent communication skills both written and verbal.
• Understand and manage transactions involving multiple currencies.
• Schedule and coordinate deliveries efficiently.
• Source and procure appropriate IT hardware and components.
• Liaise with clients and suppliers to maintain and strengthen relationships.

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