SCM Assistant

The SCM Assistant is responsible for assisting with administrative and technical support necessary for performing the administration of low to high value, general, complex and/or critical Purchase Orders (PO), Service Orders (SO) and Emergency Call Out Orders (ECO) including expediting activities.  The position will also involve the procurement duties related to the purchasing of lower value services, supplies, and equipment in accordance with established policies and regulations.   The SCM Assistant will support the SCM Category Specialist when required to alleviate extra workload during peak demand periods.

Key Duties:  

The incumbent is required to maintain a focus on key deliverables and effective PO’s, SO’s and ECO’s administration activities throughout the Order cycle to final reconciliation and close-out activities.  The incumbent will also be responsible for the sourcing of low value goods, services and materials.  The responsibilities of the role include but are not limited to the following:-

• Determine appropriate PO Form using contract selection Work Instructions.
• Prepare Standard Purchase Order Contract Form for review by Procurement Manager and Company’s legal as required; Prepare and Issue Order in Operating System (MAXIMO) for Approval in line with Company’s  Delegation of Authority (DOA).
• Facilitate ECO creation and approvals and follow up through to the generation and approval of the PO’s.
• PO Closure.
• Processing payment requests.
• Reconciliation of vendors monthly statements in the ERP system.
• Monitor and administer key deliverables under the agreed Supplier Documents Requirements List (SRDL), expedite activities or purchase items at various vendors to meet the project’s schedule.
• Establish Expediting Report Key Dates, including Supplier Document Schedule (SDS).
• Maintain frequent contact with the Supplier at a level of responsibility in the Supplier organization that provides reliable information and prompt action. Update and issue weekly Expediting Report highlighting exceptions to Supplier contract delivery schedules for materials and documents.
• Be responsible for co-ordination of responses and discipline review in respect of Supplier/Subcontractor Prequalification to determine supplier capabilities.
• Identify suppliers of products and services utilising Massy WG’s Approved Vendors List (AVL), review performance feedback.
• Initiates bid/quote process for District for low value services, supplies and equipment; consults with users and outside consultants to develop specifications; prepares bid documents and oversees the bid process; performs bid analysis and makes recommendations regarding purchases.
• Ensure that appropriate communication is maintained across the Supply Management team, the project team and Client Representatives.
• Perform all other job-related functions as required.

Minimum Requirements:

• CIPS certification up to level 4 minimum (or equivalent).
• Minimum of three (3) years’ experience in a related role in the Oil & Gas industry.
• An acceptable combination of academic qualifications and work experience may be considered in lieu of minimum requirements.
• Ability to synthesise complex or diverse information.
• Sound understanding of Procure to Pay process.
• Ability to work effectively, prioritise and develop realistic action plans in a fast-paced work environment.
• Ability to work as part of a team.
• Seeks ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Maintains the highest level of confidentiality and trustworthiness.
• Actively promotes and personally observes safety and security procedures and uses equipment and materials properly.
• Proficiency in MAXIMO is a requirement. Proficiency in other Computer Applications including word processing and spreadsheet applications (MS Word & Excel) is desired.