Procurement Administrator – Stock & Consumption at International Facilities Services

Procurement Administrator – Stock & Consumption at International Facilities Services

Job Title: Procurement Administrator – Stock & Consumption

Company: International Facilities Services

Grade: BU

Site/Office: Sengerema Mwanza

CRITERIA

Purpose of the Role

To facilitate local supplier development through the identification of potential suppliers, the provision of support towards a growth agenda and participation in supplier audits to assure accreditation.
To plan, order and follow up on the supply of stock required by the operational sites.
To support the supply planner to maintain effective stock availability through better forecasting, additional local suppliers, better order execution and stock management.

Planning & Forecasting

Collaborate with the Supply Planner to analyze site stock requests and forecast demand.
Assist in developing a weekly call-off schedule per supplier and communicate this with vendors to preempt potential supply issues.
Gather weekly stock take results from operational sites for consumption analysis.
Support the implementation of contingency plans in case of stock deviations, including alternative sourcing, revised consumption forecasts, and logistics adjustments

Procurement & Buying

With guidance from the Supply Planner, select appropriate vendors based on price, quality, quantity, and delivery timelines, using the Master Price List (MPL) as a reference.
Process purchases orders on SAP and ensures visibility to relevant stakeholders.
Follow up on orders, expedite delivery timelines, and address supplier issues in coordination with relevant departments.
Monitor and report on price fluctuations, updating stakeholders as necessary.

Supply Chain Administration

Assist the Sourcing team in maintaining accurate and up-to-date supplier data in SAP.
Ensure timely and complete entry of Request for Quotations (RFQs) with current pricing and terms.
Support the maintenance of supplier contracts, ensuring terms and conditions are authorized by the Supply Chain Manager.
Track supplier performance metrics including order accuracy, delivery timelines, quality, pricing updates, and fulfillment rates.

Documentation & Compliance:

Maintain accurate procurement records including POs, invoices, GRNs (Goods Received Notes), and supplier communications.
Ensure all procurement and inventory processes comply with internal policies and quality standards.
Support internal audits by providing requested documentation and explanations

Health, Safety, and Hygiene Standards

Ensure that all suppliers of cleaning products, PPE, food items, and facility equipment meet established health, safety, and hygiene standards, eg HACCP, ISO 22000, OSHA compliance
Procure materials, equipment, and services that support a safe and hygienic environment across hospitality and facility operations.
Incorporate health, safety, and hygiene requirements into procurement contracts and service-level agreements (SLAs).

Corporate Social Responsibility (CSI) & Supplier Development

Work with the Camp Manager and Group Sustainability Manager to coordinate and implement local supplier development initiatives.
Develop and execute an annual CSI program with measurable KPIs and goals.
Partner with Marketing to raise internal and external awareness of CSI initiatives among clients, suppliers, employees, and community stakeholders.
Establish relationships with community organizations to align supplier development goals with social impact.
Collaborate with client CSI departments to identify joint partnership opportunities.
Ensure alignment of local CSI initiatives with government values and community needs

Teamwork & Self-Management

Take ownership of assigned responsibilities, ensuring timely and quality delivery of tasks.
Demonstrate effective planning, prioritization, and accountability in daily operations.
Communicate proactively about risks, delays, or issues with appropriate solutions.
Uphold and promote the company’s core values in all interactions.
Foster collaborative relationships with internal teams, suppliers, and clients.
Participate in regular performance reviews and actively contribute to goal achievement.

Key Performance Indicators (KPIs)

Accuracy and timeliness of purchase orders processed
Accuracy and upkeep of supplier master data
RFQ support efficiency and completeness
Price adherence (measured by credit notes due to pricing errors as % of orders)
Stock availability and reduction in stock-outs (e.g., stock days)
Supplier compliance, delivery performance, and quality
Level of contribution from local suppliers
CSI program effectiveness based on social and financial impact metrics
Stakeholder (client/community) engagement and awareness of CSI programs
Accuracy and integrity of procurement records and databases
Efficiency in managing third-party vendors and relationships
The percentage of approved suppliers that meet or exceed required health, safety, and hygiene certifications (e.g., HACCP, ISO 22000, OSHA).
Number of procurement contracts and SLAs that include clearly defined health, safety, and hygiene clauses

Knowledge/Competence

What skills, knowledge, and/or attributes are necessary to perform the role?

Knowledge

Sound understanding of core business principles and procurement practices
Knowledge of procurement methodologies and category management
Understanding of supply planning principles and processes
Familiarity with demand planning concepts and tools
Knowledge of key performance indicators (KPIs) and their inter-relationships, including impact on bottom-line performance

Skills

Strong verbal and written communication skills
Proficient in Microsoft Office Suite, especially Microsoft Excel (intermediate to advanced level)
Strong interpersonal skills with the ability to build and maintain relationships
Logical and analytical thinking skills for data interpretation and problem-solving
High numerical accuracy and attention to detail
Organizational awareness with the ability to navigate across departments
Effective planning, coordination, and prioritization skills
Proficient in forecasting and consumption analysis

Attributes

Qualification and Experience

Matric

Degree in Supply Chain, Procurement, Commerce, or a related field
Familiarity with store management and HSE practices is added advantageous
Minimum of 4 years’ experience in an FMCG, hospitality, or facility management planning/procurement environment
Driver’s licence is added advantage

Application Modality

Send your application letter with Updated CV via [email protected]

Applicants from Sengerema Mwanza or close to the mining site will be given priority

Deadline for application: 31 October 2025 at 4pm