Procurement Administrator (Master Data & Document Compliance)

Procurement Administrator (Master Data & Document Compliance)

Main purpose of the job

The primary purpose of this job is to ensure the accuracy, integrity, and compliance of procurement master data while managing document workflows to support smooth procurement operations. The role encompasses three main areas of responsibility: Master Data Management, Document Compliance, and Process Support & Quality Assurance.

Desirable Education and experience required:

• Matric qualification however a relevant Finance/Procurement qualification would be advantageous
• At least 2 years of working experience in a Finance/Procurement related position within a corporate environment.
• Proficiency in MS Office including intermediate level in Excel
• At least 2 years of SAP experience is required, and experience in other relevant ERP systems is a plus
• Strong stakeholder-focused approach and proactive problem-solving abilities

• Ability to quickly analyse and manipulate large quantities of financial data, drawing out key matters of significance
• Ability to work under pressure in a deadline driven environment

 Knowledge Skills and Competencies required:

• Good numeric and administration skills
• Attention to detail and methodical
• Time management skills
• Deadline Driven
• Ability to work well in a team
• Must be able to work in a high-pressure environment 
• Excellent communication skills 
• Good phone etiquette
• Good numeric and administration skill
• Good interpersonal skills

 Key Responsibilities

Master Data Management:

• Maintain and validate procurement master data (vendors, materials, pricing, contracts) in ERP/SAP or procurement systems.
• Execute master data creation, changes, and deletions accurately and timely.
• Process a high volume of transactions daily and prioritise data entry requests.
• Ensure data accuracy, completeness, and consistency across procurement databases.
• Implement data governance best practices and standardisation procedures.
• Conduct regular audits to identify and correct data errors.
• Analyse and correct data anomalies by comparing system records with source documents.
• Work with Finance, Procurement, Operations and other departments to resolve data discrepancies.
• Assist departments in solving master data-related process issues.
• Track requests from receipt to completion.
• Prepare files for mass updates and ensure efficient processing.
• Participate in process improvements to enhance data accuracy and efficiency.
• Follow through on tasks with initiative and accountability.
• Handle ad-hoc activities as required.

 Document Compliance:

2. • Manage procurement-related documents (agreements, NDAs, certificates, compliance forms) in a centralised repository.
   • Add, update and remove files as needed, ensuring proper record-keeping.
   • Modify or improve filing systems for better efficiency.
   • Ensure all documents comply with legal, regulatory and company policies (e.g., General Data Protection Regulations (GDPR); Personal Information Act (POPIA)
   • Verify supplier documentation during onboarding (tax compliance, public liability insurance, letter of good standing, B_BBEE, certifications).
   • B_BBEE Management – Track and monitor supporting evidence of Supplier & Enterprise Development.
   • Monitor contract expirations, renewals, and compliance deadlines.
   • Support internal and external audits by providing accurate documentation.
   • Work with business partners to ensure submissions meet internal audit requirements.
   • Proofread documents to maintain high accuracy and professionalism.
   • Photocopy, scan, and file administrative documents.
   • Gather and verify information via phone, email, or in-person.
   • Input data accurately and efficiently into internal systems.
   • Maintain an excellent telephone manner and professional correspondence.
   • Work effectively under pressure with strong attention to detail.
   • Handle ad-hoc tasks as required.

 Process Support & Quality Assurance:

• Conduct front-end analysis of requests to prevent errors and ensure adherence to policies.
• Optimize data quality to enhance procurement efficiency.
• Participate in process improvements to enhance data accuracy and efficiency.