Innocentia Seima

• Prepare purchase orders and send copies to suppliers and to brands originating requests
• Determine if inventory quantities are sufficient for needs
• Manage long-term contracts to the best advantage of Seriti Coal Mine
• Plan, organize, lead and control subordinate's activities to ensure functional objectives are met or exceeded
• Ordering more materials when necessary
• Respond to customer and supplier inquiries about order status, changes, or cancellations
• Perform buying duties when necessary
• Contact suppliers in order to schedule or expedite deliveries and other problems
• Review requisition orders in order to verify accuracy, terminology, and specifications
• Prepare, maintain, and review purchasing files, reports and price lists
• Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers
• Control and ensure an effective Vendor Management system is adhered to
• Compliance with all company policies and procedures
• Track the status of requisitions, contracts, and orders
• Calculate costs of orders, and charge or forward invoices to appropriate accounts
• Check shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications
• Compare suppliers' bills with bids and purchase orders in order to verify accuracy
• Approve bills for payment
• Locate suppliers, using sources such as catalogues and the internet, and interview them to gather information about products to be ordered
• Maintain knowledge of all organizational and governmental rules affecting purchases and provide information about these rules to organization staff members and to vendors
• Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes
• Monitor contractor performance, recommending contract modifications when necessary
• Prepare invitation-of-bid forms and mail forms to supplier firms or distribute forms for public posting
• Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals
• Establish and negotiate contract terms and conditions and maintain supplier relationships
• Prepare and maintain purchasing records, reports and price lists
• Managing orders on SAP
• Planning and organizing office activity both internal and external
• Manage Vendors / Suppliers Database
• Manage SLA Maintenance database
• Loading new vendors on SAP
• Vendor Database Management, making sure the suppliers documents are up-to-date and valid, making sure they are complying with standard company policies and procedures.
• Negotiated contracts with suppliers, securing favorable terms and conditions for the organization.
• Analyzed supplier performance for better contract negotiations and long-term partnerships.
• Improved procurement efficiency by streamlining processes and implementing cost-saving strategies.
• Utilized procurement tools to manage quote process, invoicing, order entry and receiving.
• Managed procurement requests and acted as point-person for customers on logistics, hardware and software needs.
• Maintained internal inventory of supplies and equipment.
• Achieved cost savings by identifying opportunities for consolidation and bulk purchasing across departments.
• Coordinated with logistics teams to resolve any shipping delays or discrepancies while minimizing impact on operations.
• Interacted with vendors, store managers and other stakeholders to maintain on-time deliveries.

• Assist Planning Manager in placing orders with suppliers
• Processing Purchase orders & Quotation for all Departments on Sage X3 system
• Following up deliveries with suppliers
• Inter-sites transfer from Receiving to Warehouse
• RAWH Material ordering and Transfers
• RAWH Material ordering for the Factory
• Reporting and Monitoring Daily stock usage & Stock levels
• Ensuring suitable levels of RAWH Material is available for production
• Circulate monthly forecasted prices and circulate RAWH Material spreadsheet
• Notify Management & Factory’s technical team of any RAW Material availability issues
• Tracking supplier’s performance
• Follow established procedures practice and policies
• Assist team on all procurement related activities
• Management of COS
• Prepare request for quotation (RFQ)
• Develop a Vendor Database as per Vendor Registration Guideline and in line with Procurement Policy and maintain the database up to date
• Prepare Purchase Order and Purchase Agreement as per procurement decision for approval and signature
• Verify, count, and confirm the goods/materials that vendors deliver to the office as per the order and raise Good Receipt Note (GRN) accordingly
• Timeously prepare payment authorization and submit to Finance department
• Assist Admin Officer in ensuring the procurement plan is on track, vendors/suppliers are followed up regularly
• Prepare, maintain procurement tracking, and update procurement progress to all concerned including CMT regularly
• Maintain all administrative, procurement, and logistic related documents/files, and correspondences
• Develop proper filing system
• Ensure proper facilities management (manage office space, office equipment)
• Ensure adequate office supplies
• Manage utilities including electricity, water, telephones, and cell phone contract
• Maintain and update Assets Inventory.
• Managed inventory levels effectively to minimize stockouts and optimize warehouse space utilization.
• Developed strong relationships with key suppliers, enabling faster response times and better pricing options.
• Developed and strengthened supplier relationships.
• Collaborated with sales team to identify and fulfill customer needs.
• Studied and monitored market trends to identify potential suppliers.
• Prepared and analyzed reports to track inventory and purchasing trends.

• Prepare purchase orders and send copies to suppliers and to brands originating requests
• Determine if inventory quantities are sufficient for needs
• Ordering more materials when necessary
• Respond to customer and supplier inquiries about order status, changes, or cancellations
• Perform buying duties when necessary
• Contact suppliers in order to schedule or expedite deliveries and other problems
• Review requisition orders in order to verify accuracy, terminology, and specifications
• Prepare, maintain, and review purchasing files, reports, and price lists
• Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers
• Track the status of requisitions, contracts, and orders
• Calculate costs of orders, and charge or forward invoices to appropriate accounts
• Check shipments when they arrive to ensure that orders have been filled correctly and that goods meet specifications
• Compare suppliers' bills with bids and purchase orders to verify accuracy
• Approve bills for payment
• Locate suppliers, using sources such as catalogues and the internet, and interview them to gather information about products to be ordered
• Maintain knowledge of all organizational and governmental rules affecting purchases and provide information about these rules to organization staff members and to vendors
• Monitor in-house inventory movement and complete inventory transfer forms for bookkeeping purposes
• Monitor contractor performance, recommending contract modifications when necessary
• Prepare invitation-of-bid forms and mail forms to supplier firms or distribute forms for public posting
• Invite, assess, and award/recommend supplier tenders, bids, quotations, and proposals
• Establish and negotiate contract terms and conditions and maintain supplier relationships
• Prepare and maintain purchasing records, reports, and price lists
• Fleet Management with Stannic & Equestra
• Managing orders on SAP
• Arranging refreshments & catering for Training
• Planning and organizing office activity both internal and external
• Accounts monthly reconciliation
• Manage Vendors / Suppliers Database
• Manage SLA Maintenance database
• Loading new vendors on SAP
• Vendor Database Management, making sure the suppliers documents are up-to-date and valid, making sure they are complied with standard company policies and procedures.
• Managed database of vendor details and pricing information to maintain organization.
• Coordinated cross-functional teams to execute successful events within tight deadlines.
• Organized large-scale fundraising galas that generated significant contributions toward organizational goals.
• Streamlined event operations by developing efficient logistical processes for event setup and breakdown.
• Used Lotus Notes calendar to coordinate complete timeline for event planning and execution.
• Organized and implemented team buidling events , company leadership meetings and brands development events with as many as 200+ guests.
• Supervised staff during events and maintained efficient performance.
• Facilitated communication between internal events personnel and external vendors to quickly resolve any conflicts or concerns.
• Managed event logistics and operations.
• Coordinated schedules and timelines for events.
• Coordinated florists, photographers, and musicians for events.
• Brainstormed and implemented creative event concepts and themes.
• Reviewed event bills to confirm accuracy and approve payment.
• Coordinated travel and accommodations for event attendees.

• Undertook daily reactive maintenance tasks as given by the supervisor
• Assigned technicians to attend to ticket logged for e-toll help desk
• Created orders, MIGO, MIRO, quote create, purchase requisition, timesheet maintenance
• Requested gantry access for assigned technician /subcontractors
• Undertook planned maintenance tasks allocated by the Supervisor
• Undertook & ensured that the TFMC stock withdrawal process was adhered to
• Ensured that correct procedures were followed in terms of providing daily feedback to the Helpdesk Operator/Maintenance Supervisor
• Proactive reporting of faults within the CVOP complex
• Ensured that works orders were closed off on the Helpdesk module disciplined process
• Ensured that TFMC issued hand tools were maintained & kept in good working order all times
• Reported lost tools to the Supervisor
• Ordered PPE items
• Undertook any other reasonable ad-hoc tasks
• Prepared logs of all service start up
• Maintained track of all job system and generated various reports
• Evaluated all resources prior to all meetings and prepared documents
• Assisted to obtain all approvals and recorded commend from various departments and prepared layout for same
• Coordinated with project managers and directors to maintain record of all resources
• Analyzed all backlogs to ensure delivery of projects within required timeframe
• Maintained integrity of all data through standard processes and collaborated with project managers to forecast all resource requirements of projects and performed research for all special projects
• Maintained online database and ensured maximization of all resources
• Tracked all databases and assisted to streamline all processes for customers
• Vendor Database Management, making sure the suppliers documents are up-to-date and valid, making sure they are complying with standard company policies and procedures
• Loading new vendors on SAP.

• Managed an electric diary for the Director on MS Outlook
• Set up appointments
• Ensured the compliance to tender requirements
• Co-ordinated tender process from receipt of advertisement to delivery to client
• Monthly reports and petty cash replenishment
• Attended tender briefings
• Prepared and responded to RFQ
• Invoicing
• Ensured that tenders were of high standard in terms of grammar / spelling, quality, and aesthetic appearance
• Printed, submitted, and followed up on tenders
• Maintained information and set updates to the municipality database
• General admin work
• Ensure the compliance to tender requirements
• Co-ordinate tender process from receipt of advertisement to delivery to client
• Compile tender documents
• Attending Tender Briefings at client’s premises
• Manage Vendors Database
• Manage SLA Maintenance database
• Co-ordinate sub-contractors and JV partners for tenders
• Ensure that tenders are of a high standard in terms of grammar/spelling, quality, and aesthetic appearance
• Print, submit and follow-up tenders
• Ensure the compliance to tender requirements (As a custodian for all company documents to be submitted)
• E.g
• Tax Certificate, Tender Certificate, Cipro Documents, Insurance Doc, BEE Docs, Company Statutory Information.
• Provided ongoing support to sales teams throughout the tender process, offering guidance on strategy development and pricing considerations.
• Managed strict deadlines for multiple projects, maintaining a high level of quality and attention to detail.
• Compiled complex cash flow reports monthly.

TEMP ASSIGNMENTS

From August 2017 till 28 February 2018 I worked for Room to Read NGO in Pretoria as a Procurement Administrator on temp basis through an agency.

I held 2 short assignments at SAAB Grintek and BlueStrata Trading, Sandton as Administrator / Receptionist whilst seeking employment. 2014 and 2015

• Reported to the Regional Manager
• I was the only Construction Project Administrator / PA
• Main function was project administration, where she coordinated between subcontractors and project managers, Financial recording, updating project planner on SAP (start and end date, financial variance on various projects and coordinating sub-contractors’ payments
• PA Related Duties: Handled electronic diary for Sales Consultants
• Set up appointments for Consultants and Project Managers
• Acted as link between executive and divisions
• Relayed messages to the relevant department via email
• Handled incoming and outgoing calls
• Arranged internal and external meetings
• Welcomed guests
• Arranged courier for incoming and outgoing mail
• Local and international travel arrangements
• Screened calls for the Directors
• Typed corporate letters
• Arranged refreshments and catering for meetings
• Planned and organized office activity both internal and external
• Project Related Duties: Incoming Sales: After receiving the quote from the suppliers got authorization from Installation Manager and once approved created the purchase order number and sent it to the supplier via fax / e-mail
• When an invoice was sent, issued a goods receipt invoice, and paid the amount on their invoice and then sent it to the creditors to pay off
• Handled Customer Enquiries
• Co-ordinated and forwarded Schindler Products and brochures
• Sales report and billing
• Handled and disposed contracts agreements, projects plan
• Maintained the Bid logging system
• Updated Project Planner
• Co-ordinated ordering of small local and international consumables items, equipment, and everyday follow ups with supplies
• Sent enquiry letter and proposal sent to clients
• Maintained Service Inspection
• Provided Admin Support for department
• Maintained documentation for: Layout Drawing
• Projects Plan
• Tender Documents Processing
• Obtained of tender documents
• Applied the necessary procedure and compiled the necessary documentation that needs to be included in the tender documents and get the necessary parties to authorize it with their signatures and double checking it to make sure all documentation is in place with the tender requirements
• Ensured compliance of tender documents
• Co-ordinated inputs required by client as part of tender submission
• Submitted the tender and waited for client to award the tender to the winning party
• Should the tender be awarded to them, but they were not satisfied with certain clauses, she had to compile a letter of apology and decline the offer
• Application to erect/ construction with Dept of Labor
• Ensure the compliance to tender requirements (Act as a custodian for all company documents to be submitted)
• E.g
• Tax Certificate, Tender Certificate, Cipro Documents, Insurance Doc, BEE Docs, Company Statutory Information
• Created quotations
• Created repair orders
• Reviewed financial statements and sales and activity reports to ensure that projects objectives were achieved
• Closing and invoicing
• Credit note
• Ensure that the sub contractors get their visitation to site documents, contracts and ensure that their letter of appointment is ready
• Co-ordinates and forwarding Schindler products and Brochure's to architects, Quantity Surveyors, Engineers etc
• Responsible for processing, closings, tracking and finalizing sales projects and hand-over of projects with installation manager
• Supervised 15 drivers
• Requested new petrol cards
• Booked in company vehicles for services
• Petty cash control – R2000
• Software used: SAP
• Out Going Sales: Quotation creating on SAP system
• Created purchase orders
• Do the follow ups and when authorization is received from client
• Create an order and then book the material locally or overseas and do the follow us with the suppliers
• Once martial is received create reservations against the job and do goods issue with stores department
• Once work is completed issue an invoice
• Vendor Database Management, making sure the suppliers documents are up-to-date and valid, making sure they are complying with standard company policies and procedures
• Loading new vendors on SAP
• Ensure the compliance to tender requirements
• Co-ordinate tender process from receipt of advertisement to delivery to client
• Compile tender documents
• Attending Tender Briefings at client’s premises
• Manage Vendors Database
• Manage SLA Maintenance database
• Co-ordinate sub-contractors and JV partners for tenders
• Ensure that tenders are of a high standard in terms of grammar/spelling, quality and aesthetic appearance
• Print, submit and follow-up tenders
• Ensure the compliance to tender requirements.
• Developed and strengthened supplier relationships.
• Procured materials for squadron maintenance and repair services.
• Managed database of vendor details and pricing information to maintain organization.
• Negotiate contracts with vendors, securing best prices and terms for materials, equipment and services.