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

• Self-motivated with strong initiative and assertiveness
• Able to work under pressure and manage stress effectively
• Proactive approach to tasks and responsibilities
• Highly detail-oriented and deadline-driven
• Excellent time management and ability to plan ahead
• Capable of prioritizing workload and adapting to changing priorities
• Team player who contributes to a positive work environment

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 aidenK@ifsafrica.com

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

Deadline for application: 31 October 2025 at 4pm