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Role:
Procurement Administrator
Reporting to:
Category Lead
Division:
MIN
Business Unit:
Logistics & Supply Chain
Work location:
Mutiara Damansara
Country:
Malaysia
Manage Others:
No
Department:
Supply Chain/ Purchasing
Business Need / Purpose of Role:
The Procurement Administrator is responsible for supporting various administrative tasks related to procurement and sourcing, including obtaining quotes from both Australian and international suppliers, maintaining up-to-date sourcing information in SAP and other systems, and assisting with reporting and other procurement-related activities. This role requires a proactive approach to process improvements, engaging with multiple stakeholders to enhance the quality and efficiency of services and processes.
The Procurement Administrator must continuously strive to improve the quality and efficiency of procurement services. This involves managing quotes, maintaining accurate sourcing information, and supporting various procurement activities. Strong organizational and administrative skills, experience with SAP and Coupa, and the ability to interact effectively with a wide range of stakeholders are essential for success in this role. The role will work with direct categories, meaning that basic technical and engineering knowledge would be beneficial.
Key Responsibilities and Specific Accountabilities:
Including but not limited to:
Quoting
- Responsible for obtaining quotes from vendors in a timely manner, ensuring compliance with scope; encrypting and sending drawings, liaise with internal stakeholder for technical and commercial clarifications when required, update systems with information obtained, and liaise with relevant procurement personnel for decision on sourcing.
- Follow established quotation processes, including use of e-sourcing tools as required
Reporting
- Generate and validate reports by extracting data from sources such as SAP and Coupa, and processing it in Excel. Use existing PowerBI reports to identify and visualize relevant information, and verify data quality.
Team support
- Assist Supply Chain Manager, Category Managers, Category Leads and other relevant departments with sourcing requirements such as, but not limited to, new pricing, price updates and delivery time updates.
- Serve as a key user of the Sourcing helpdesk, supporting its administration and resolving helpdesk calls related to sourcing activities
Data management
- Keep SAP and other databases updated with the latest validated information. Ensuring our systems have reliable and current data is a high priority
- Encrypt and send drawings to vendors.
- Maintain vendor lists and contacts up to date.
- Administer contracts and other commercial documentation linked to vendors in a structured and safe manner.
Measurement (including, but no limited to):
- Response time to heldpesk calls
- Reports provided on time and with good quality
- Lead time for material creations in SAP; quantity of material creations/price refreshes per day
- Turnaround time for quotes from vendors
- Cost savings and on-time delivery (department measurement)
Job Knowledge / Education and Qualifications
The details described here are representative of those that are encountered by or must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Bachelor's degree with minimum two years related experience and/or training; or equivalent combination of education and experience in a similar role, ideally within a manufacturing or heavy industry environment
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills: Office365 (Excel in particular, PowerBI a plus), SAP
Work Environment: Moderate
Core Competencies: To perform the job successfully, an individual should demonstrate the following competencies.
Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance, monitors own work to ensure quality.
Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Attendance/Punctuality – is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
Challenges in the role
- High number of stakeholders, internally and externally
- Interaction with different locations
- High number of tasks that need to be prioritized and executed in a timely manner
- Extensive product range
Stakeholders
- Internal stakeholders
- Sales Team
- Purchasing Team
- Master Data Team
- Supplier Quality Development Team
- Project Managers
- Engineering
- External stakeholders
- External Suppliers
- Weir intercompany suppliers
Health, Safety & Environment
While at work a worker must:
- take reasonable care for their own health and safety
- take reasonable care for the health and safety of others, company property and equipment; and the prevention of environmental harm
- adhere to their respective level of responsibilities aligned to this position as outlined in the Duty of Care
- comply with any reasonable instructions, policies and procedure given by Weir Minerals Australia
- Breaches of this duty may result in termination
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