Procurement Controller: Direct Materials

ROLE IMPACT

• The Procurement Controller: Direct Materials is responsible for the coordination and oversight of administrative, logistics, and inventory management functions essential to the efficient movement of fertiliser products. This role ensures compliance with shipping and import/export regulations, the accurate and timely management of supporting documentation and the management of inventory movement.
• The responsible person acts as a central link between direct category management, suppliers, port operations, production and finance. The role supports the direct materials team by ensuring all activities are executed accurately and efficiently. The successful candidate will bring strong organisational skills, attention to detail, and a solid understanding of logistics, warehouse and inventory management, finance processes, and compliance.

KEY RESPONSIBILITIES

Administrative Management

• Maintain comprehensive records of purchase transactions, shipments, and regulatory documentation.
• Prepare and manage shipping documentation (invoices, bills of lading, packing lists, certificates of origin, etc.).
• Ensure the timely and accurate filing and archiving of all direct procurement related paperwork.
• Assist with cash flow planning, invoice verification, to ensure timely planning of cash forecast and processing of invoices to accounts payable.

Logistics & Supply Chain Coordination

• Coordinate all shipping and freight logistics for both local and international movements of fertiliser products.
• Liaise with freight forwarders, shipping agents, and warehouses to ensure timely, cost-effective delivery and unloading. Coordinate closely with the port operations team to monitor stock availability, bagging schedules, and cargo readiness for dispatch.
• Serve as the key link between customers, the port team, and the logistics department to ensure clear communication and smooth execution of delivery schedules.
• Track and monitor shipments in transit, updating relevant stakeholders on progress, delays, or changes.
• Ensure all logistics activities are compliant with import/export regulations and customs clearance requirements.
• Monitor and track shipments to ensure accurate and on-time arrivals.
• Maintain up-to-date knowledge of customs procedures, import duties, and documentation standards.

Inventory Management

• Complete monthly stock reconciliations, identifying discrepancies, and working with relevant teams to resolve issues.
• Manage inventory at 3rd party warehouses- distribute stock with internal logistics team and ensure full order is collected within the agreed timelines.
• Sound knowledge of packaging for direct procurement to assist in coordinating bag transfers to relevant 3rd party warehouse.

Systems & Reporting

• Maintain accurate records per shipment to update relevant category manager or specialist.
• Support audits and internal reviews with relevant documentation and data.
• Identify and escalate potential compliance risks or financial discrepancies making use of the internal nonconformance reporting system.

Process Improvement

• Identify areas of improvement in, inventory control, and documentation processes.
• Recommend and implement solutions to enhance efficiency, minimize discrepancies, and reduce costs

General Support

• Provide administrative and operational support to the direct materials team.
• Assist with cross functional activities when team members are away on leave or in meetings.
• Ensuring general housekeeping of administrative office duties.

MINIMUM REQUIREMENTS

Qualifications

• Matric (Maths, Science or Accounting)
• Degree / Diploma in Supply Chain/Finance or related qualification

Experience

• 2 – 5 Years' experience in supply chain (preferably in a trading, logistics or agricultural commodities business).
• Ships agency or clearing and forwarding experience will be advantageous
• Experience in the fertiliser or logistics sector is advantageous.

Key Competencies

Core Behavioural Competencies

• Strong organisational and multitasking skills.
• Excellent communication and stakeholder coordination abilities.
• High attention to detail and accuracy.
• Strong Presentation and Analytical skills
• Knowledge of international shipping, customs regulations, and Incoterms.
• Understanding of financial processes related to purchasing and inventory management (AR/AP, invoicing, reconciliations).
• Proficiency in MS Office (especially Excel), ERP/accounting systems (e.g., Microsoft D365, PowerBI).
• Problem-solving and critical thinking.
• Financial Acumen and Cost Awareness