Main purpose of position
Currently we are looking for a Contract Administrator in Cape Town, South Africa to be part of our global team working together towards our vision Improving our future. As our Procurement and Logistics Coordinator you will provide a coordination service to O&M with regards to Procurement and Logistics through sharing information and ensuring that procurement is executed on time and successfully. The Procurement and Logistics Coordinator is expected to support any of the SCATEC business units as assigned from time to time.
Main Responsibilities
- Follow the guidelines and prescribed structures as outlined by the operating system
- Provide continuous input towards improvement and optimisation of the operating system
- Successfully implement the operating system throughout the structuring and execution phase of the Project
- When supporting the Solutions business unit: Delivery to EPC(Accrual), O&M and SPV Business Units
- Obtain quotes and lead times for services / materials requested by plant(s)
- Align lead times with Project Site Team
- Present quotes to Line Manager / Business Unit Manager for approval
- Prepare contracts / Purchase Orders (POs) for relevant service/material suppliers and send to Line Manager / Business Unit Manager for signature
- Send contracts / POs to supplier and follow up on acknowledgement
- Save signed contracts/ POs on document management system and update tracker(s)
- Highlight logistic risks identified during the delivery of goods timeously communicate to Line Manager / Stake holders
- Maintain delivery documentation (Commercial Invoices, Packing Lists & Material Handover Sheets) for delivery including shipping registers, delivery plans and trackers in accordance with the operating system (Digitally)
- Receive invoices and check against contracts/purchase orders and delivery notes from site and code on Payment System (Eye-Share (ES) and recommend for payment or reject with reasons
- Follow up with relevant approvers to ensure invoices are approved on time for weekly payment run
- Follow up with finance (on Mondays) after each weekly payment run (done on Thursdays / Fridays), share Proof of Payments (POPs) with supplier and save to operating system
- Close out contracts / POs by saving all relevant documentation on operating system after delivery to the plant(s)
- Manage all Customs related documents with Suppliers / Logistic Providers
- Prepare the Request for Pricing (RFP) before submitting to Line Manager for approval to issue
- Issue and follow up on RFP responses
- Assist with the bid evaluation and recommendation process
- Compile lessons learned report and submit to the Line Manager
- Minimum: Diploma in Supply Chain Management
- 3+ years experience in a similar role
- 2+ years experience in Procurement Operating System
- Ability to coordinate with suppliers, planners and other departments in order to produce and monitor the shipping register and schedule for just in time delivery. As well as to communicate in advance any delays or potential cost overruns.
- Detail orientation and knowledge of administration requirements to deliver on updated records, registers and system documentation requirements. Accountability and responsibility to manage letters of credit and other financial instruments linked to logistics
- Following D365, operating system and general procurement requirements, process thinking is required to deliver the day to day procurement deliverables such as purchaser orders and close out of orders.
- When supporting Operations and Maintenance/Asset Management business unit:
- Procurement Compliance: Assist in training and follow up of relevant O&M personnel for the implementation of the procurement policy and procedure
- Assist in the audit of the implementation of procurement policy and procedure
- Coordinate the implementation of local content and economic development commitments under procurement
- Organise day-to-day electronic filing in the document management system
- Assist with on-site material audits
- Operations and Maintenance (O&M) audits
- Strategic procurement: Prepare all purchase orders for procurement of assets including spare parts
- Assist with the contracting of service agreements and supply accounts
- Administer warranty claims on behalf of EPC
- Arrange logistics to support delivery of assets to site
It is part of every employees terms of reference to contribute to Scatec's vision: Improving our Future and adhere to our company values which are:
- Predictable: demonstrate clear communication and listening skills, shares information in an open and honest way
- Driving results: demonstrate determination, pro-activeness, can prioritise and work independently
- Changemaker: demonstrate entrepreneurship, can challenge, fast learner, take initiates and adjust
- Working together: demonstrate teamwork, shares responsibilities, can compromise, has a can-do attitude
- Procurement and Logistics Coordinator is expected to support any of the SCATEC business units as assigned from time to time
- Support Scatec Business Units with the assistance of Procurement and Logistics Manager
- Excellent knowledge in MS Office
- Must be able to work extended hours
Scatec is an exciting, innovative and ambitious company operating in a growing industry. We offer a challenging and interesting position where you will be part of a flexible, diverse and truly international working environment consisting of highly competent and committed colleagues with a positive drive to make a difference.
Scatec is an equal opportunity employer and values diversity. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other basis protected by appropriate law.
Applications will be processed on a continuous basis.
