Procurement Specialist Junior

JOB TITLE:

Procurement Specialist Junior

LOCATION:

Johannesburg / Stellenbosch / Cape Town (Hybrid)

ABOUT CYBERLOGIC:

Cyberlogic is a trusted Managed Solutions Provider with offices in South Africa, Mauritius, and the UK. Serving a diverse range of clients, spanning numerous industries, including the international maritime sector, Cyberlogic specialises in IT leadership, cyber security, cloud solutions, and business intelligence. For almost three decades, Cyberlogic has been committed to enabling digital transformation through delivering unquestionable value.

Our delivery focus has enabled us to build up a national and international footprint of loyal clients that rely on us to provide transparent, open guidance to improve their processes, grow their businesses, and secure their data.

Cyberlogic is part of the Hyperclear Technology group, which boasts a diverse technology offering including robotic process automation (RPA), business process management (BPM) data analytics, and decisioning technology.

Through our non-profit, R4C (Ride for a Child), we partner with Bright Start Education Foundation, an organisation empowering deserving learners from underprivileged communities, providing holistic support and guidance throughout their educational careers.​

OUR VALUES:

• We challenge ourselves to be more AWESOME
• We are driven to KEEP learning and EVOLVING
• We look beyond symptoms to identify and RESOLVE ROOT CAUSES
• We hold each other accountable through CANDID and constructive FEEDBACK
• We respect and care for each other and know we will only SUCCEED if we work AS A TEAM
• We CARE deeply ABOUT the success of CYBERLOGIC
• We FINISH WHAT WE START
• We always GIVE OUR BEST even if it means putting in the hard yards
• We KEEP THINGS SIMPLE

PURPOSE OF POSITION:

As a Procurement Specialist Junior, your purpose is to play a pivotal role in our procurement team, ensuring the efficient and effective acquisition of goods and services. Your contributions are essential to our organisation's mission of responsible procurement and cost optimization. This role is a junior-level role that performs routine, standardized, well-defined tasks following standard policies and guidelines and provides resolution to problems that have clearly defined solutions. Your work will be supervised and reviewed for accuracy occasionally.

KEY RESPONSIBILITIES:

Expectation management: 

• Ensure all stakeholders (internal and external) are kept up to date with all activities by providing regular updates and maintaining open communication channels to address questions or concerns.
• Provide accurate estimated time of arrival (ETAs) for all products in order to maximize customer satisfaction.
• Support the Mid and Senior Procurement specialists to cultivate key internal and external stakeholder relationships to enhance customer value by actively collaborating with stakeholders to understand and fulfil their requirements.
• Assist with the order and distribution of Microsoft CSP licensing to ensure timely and accurate deployment.
• Store client documentation (i.e. Invoices) under relevant client folders in the document management platform.

Ticket Coordination:

• Assist in the assignment of procurement-related tickets to ensure timely resolution and efficient workflow.
• Collaborate with other teams (e.g., IT support, operations) to prioritize and address procurement-related ticket requests.
• Assist in obtaining quotes for repair services needed by First Responder Technicians.
• Coordinate the procurement of necessary parts or services to facilitate repairs.

Order Tracking:

• Co-ordinate in tracking supplier invoices and proof of deliveries (PODs) to ensure accurate financial records and timely order fulfillment.
• Manage the tracking of orders to ensure goods are received in a timely manner.
• Coordinate with the procurement team in resolving outstanding issues such as shipment delays, product quality, customer expectations etc.
• Collaborate with a Procurement Specialist mid or senior to engage in customer invoice dispute resolution where required.
• Coordinate with customers to ensure cash-on-order items are paid for.

Vendor Management:

• Follow up with requests from internal and vendor inquiries to ensure timely resolution and effective communication.
• Assist in maintaining relationships with existing suppliers to ensure high-quality service and competitive pricing.
• Collaborate with senior and mid procurement specialists to negotiate terms and conditions with vendors.

Team Collaboration:

• Work closely with the procurement team and other departments to understand procurement needs and provide support.
• Participate in team meetings and contribute to the development of procurement strategies.
• Assist in coordinating with cross-functional teams for seamless procurement processes.

Personal Development:

• Demonstrate a proactive approach to personal, technical, and career development.
• Stay current with the latest technology trends, products, and solutions.
• Ensure that efforts and contributions are aligned with the organisation's OKRs to enhance goal achievement and impact.

Proactive Client Engagement:

• Collaborate with Mid and Senior Procurement Specialists to engage with customers on requirements to ensure their needs are met effectively and efficiently.
• Conduct research on and select appropriate hardware and/or software products to fulfil design requirements for internal stakeholders and external customers that align with company policies and procedures.
• Process and execute hardware and software renewals and warranties to optimize operational efficiency and continuity.
• Always maintains a professional demeanour in all interactions.

Advisory and Partnership Function:

• Develop expertise and specialization in at least one (1) strategic business-essential areas.
• Maintain relevant competencies for partner status by staying updated with industry trends and strengthening client relationship management abilities.
• Support the Procurement leader and dedicated Procurement Specialist of the partnership to keep track of the criteria to maintain partnership status by doing monthly checks on partnership status and what to do to achieve it.

Transaction Management:

• Own the end-to-end transaction from customer order to fulfilment to invoice. This includes managing basic customer requests through the workflow system, and meeting defined SLAs and team objectives.
• Review and action lower-value transactions, opportunities and/or tickets assigned in a timely fashion.
• Generate quotes on the quoting management system, and deliver to internal/external stakeholders, ensuring that the costing and mark-up is correct.
• Generate purchase orders by verifying that the part number, description, and values are accurate in the order management system.
• Ensure products/services are delivered or installed promptly by managing timely delivery and/or installation processes.
• Create and process invoices on time while avoiding data variance (DV) by ensuring the correct entity, company, products, and values.
• Process relevant credit queries by working with the Customer and Finance departments, under the guidance of a Procurement Specialist mid, senior or Procurement Leader
• Conduct research on products for availability, compliance with standards, and pricing.

KEY REQUIREMENTS:

Required:

• 1-2 years experience on the job
• Matric certificate

Desired:

• IT Service Management (ITIL v4 Foundation)
• Microsoft 365 Fundamentals
• Microsoft Azure Fundamentals
• Relevant partner certification and industry-based knowledge
• Short course in Procurement and supply chain (Fundamentals)

TECHNICAL COMPETENCIES:

• Vendor Relations: Maintains supplier relationships and supports negotiations.
• Order Management: Tracks orders and resolves shipment delays.
• Transaction Processing: Generates quotes in Quoteworks and processes orders.
• Procurement Systems Knowledge: Beginner in Autotask for quoting and order management.
• Ticket Coordination: Manages and prioritizes procurement tickets.
• Compliance Expertise: Ensures adherence to partner criteria and standards.
• Customer Engagement: Supports customer needs and hardware/software renewals.
• Communication Skills: Strong ability to convey information clearly and effectively in various settings.
• Technical Proficiency: Intermediate familiarity with inventory management tools and software.
• Time Management: Prioritizes and completes tasks within deadlines.

Should you work from home, it is your responsibility to ensure that you have uninterrupted internet connectivity and a ‘work-like’ environment at your home location to deliver your best in terms of performance and productivity.