Job Title:
Procurement Vendor Administrator
Purpose of the Job
To coordinate and maintain the supplier database process for the Companies’ procurement. To ensure Supplier compliance with internal policies and procedures, while maintaining an accurate and up-to-date supplier database.
Key Performance Areas
1. Vetting and Loading of all new suppliers
- On approval of new vendors, ensure that an end-to-end process is followed in EFTsure with the vendors to be uploaded and approved in line with the procurement rules and policy.
2. Stakeholder Engagement
- Engage with the business on the requests for new suppliers and ensure all compliance documents and relevant motivations are in place.
- Engage with suppliers on required and expired documents and/or queries.
3. Supplier Database Management
- Update and maintain supplier contact information, certifications, and performance records.
- Ensure supplier data is compliant with internal systems and regulations.
- Conduct routine data clean-up to ensure database accuracy and maintain data integrity.
4. Supplier Compliance Monitoring (Non-Contractual Suppliers)
- Maintain compliance documents for non-contractual suppliers.
- Maintain the vendor database ensuring it is always updated with up-to-date compliance documents
5. Supplier Communication & Relationship Management
- Serve as the point of contact for supplier queries and concerns.
- Coordinate and resolve supplier issues / queries.
- Maintain positive relationships with key suppliers to ensure ongoing collaboration and continuous improvement.
6. Document Control & Record Keeping
- Ensure that all procurement-related documentation is stored properly (e.g., contracts, performance reports).
- Maintain up-to-date supplier certifications and compliance documentation
- Track and organize all procurement related paperwork in compliance with company and regulatory requirements.
