Procurement Administrator

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:

1. Quoting
   • Responsible for obtaining quotes from vendors in a timely manner, ensuring compliance with scope; encrypting and sending drawings, liaise with internal stakeholders 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.
2. 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.
3. 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.
4. 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 not limited to):

• Response time to helpdesk 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: 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, Organizational Support, Quality, Quantity, Professionalism, Attendance/Punctuality.

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