Contract End Date - 30/04/2027

The Procurement Systems Support Co-Ordinator role is to ensure smooth procurement operations by supporting procurement software, users, onboarding suppliers, maintaining data and troubleshooting issues, bridging the gap between procurement processes and the technology enabling them, requiring strong coordination, system knowledge (like ERP/P2P), and communication skills to optimize buying, tracking, and reporting.
The position reports to the Vendor Management and Training Lead and is part of the Procurement team at Astron Energy which is responsible for procurement of all goods and services to support its operations in South Africa and Botswana.

Key Responsibilities (but not limited to):

System Administration: Manage day-to-day Tier 0 requests and route all other requests to the appropriate support channel.

User Training and Support: Provide training and assistance to Procurement team members and end users and assist with queries and items that require resolution.

Supplier Management: Support supplier onboarding, data updates, and ensure compliance within the system.

Process Knowledge: An understanding of the entire procure-to-pay (P2P) cycle and the underlying processes (sourcing, purchasing, inventory management, etc.) is needed to support users effectively and identify inefficiencies.

Process Improvement: Help refine procurement workflows and system configurations for better efficiency.

Data & Reporting: Maintain accurate procurement data, track orders, and help generate reports.

Collaboration and Communication: Work with cross-functional teams to ensure alignment of procurement systems with organizational objectives and enhance stakeholder communication.

Core Competencies:

• Technical: Familiar with procurement software (ERP), MS Excel, data management

• Soft Skills: Strong communication, coordination, problem-solving, attention to detail, and negotiation. 

• Problem-Solving: The capacity to analyze issues, identify root causes, consider potential solutions, and drive resolution for system-related or process problems is a key skill.

• Attention to Detail: Meticulousness is vital for ensuring compliance with procurement policies,

• Maintain open communication with suppliers to convey expectations and maintain quality and service levels.

• Raise discrepancies or risks to appropriate personnel.

• Build and maintain positive working relationships with internal stakeholders and with Procurement team colleagues and line managers.

Expected Behavior/Value attributes:

• Stakeholder Management: Serving as a liaison between the procurement team, IT, finance, and external suppliers requires strong communication skills to manage expectations, provide support, and ensure alignment.

• Communication & Training: The role involves explaining system functionalities, compiling training documents, and coaching users on best practices.

• Customer Service Orientation: Providing superior support to internal business units, responding to enquiries promptly, and gathering feedback to improve user experience is a core competency.

• Collaboration: Working effectively with cross-functional teams to streamline processes and implement new technologies is essential for success.

• Change Management: Being adaptable and helping the organization and its users adopt new digital tools and processes is a necessary skill as procurement

• Approach work with a systems-thinking mindset, recognizing the interconnectedness of processes.

• Make decisions based on accurate, timely, and system-generated data rather than relying on intuition or established habits.

• When we identify risks and opportunities within the procurement system, we respond proactively to ensure smooth operations and minimize disruptions.

• By focusing on system reliability and standardization, we aim to reduce variability in procurement processes and improve consistency in user experiences.

Professional Qualification and Certifications:

• Tertiary qualification in Business Administration, Supply Chain Management, Finance, Information Technology or a related field.

Work Experience:

• Previous experience in supply chain management, procurement, or system support roles is valuable. Familiarity with procurement processes and technology is essential.

Knowledge and skills:

• Proficient in MS Office suite

• Strong analytical and problem-solving skills to assess system performance, identify issues, and recommend improvements.

• Good verbal and written communication skills

• Proficiency in data management and reporting tools, as well as familiarity with database management and ERP systems (such as SAP and Coupa).