Procurement Clerk

As Procurement Clerk you are responsible for supporting the purchasing department by handling administrative tasks related to the procurement of goods and services. This role typically involves working with suppliers, processing purchase orders, and maintaining records to ensure the smooth operation of the supply chain.

**Key Responsibilities**:
**Processing Purchase Orders**:

- Review requisition requests and convert them into purchase orders.
- Ensure that purchase orders are accurate and complete, including correct pricing, delivery dates, and quantities.
- Forward purchase orders to suppliers and follow up on order status to ensure timely delivery.

**Supplier Coordination**:

- Communicate with suppliers regarding order status, delivery timelines, and any issues related to shipments.
- Assist in resolving discrepancies between purchase orders, supplier invoices, and deliveries.
- Maintain good relationships with suppliers to ensure consistent supply chain performance.

**Maintaining Procurement Records**:

- Keep detailed records of purchase orders, contracts, invoices, and delivery receipts.
- Ensure that all procurement documentation is properly filed and easily accessible for auditing or reporting purposes.
- Update procurement databases with supplier information, product details, and order statuses.

**Inventory Management Support**:

- Assist in tracking inventory levels to ensure that stock levels are adequate and reorder products as needed.
- Coordinate with warehouse or inventory management teams to confirm deliveries and stock levels.

**Assisting with Supplier Selection**:

- Help in gathering and comparing quotes from suppliers to ensure cost-effective purchasing.
- Support the evaluation of supplier performance, including delivery timelines, product quality, and pricing.

**Data Entry and Reporting**:

- Input purchase order details into procurement software or databases.
- Generate regular reports on procurement activities, including outstanding orders, delivery timelines, and budget tracking.

**Invoice and Payment Processing**:

- Work closely with the finance department to verify supplier invoices against purchase orders and delivery receipts.
- Resolve any discrepancies between invoices and purchase orders before approving payments.

**Compliance and Policy Adherence**:

- Ensure all procurement activities comply with company policies and procedures.
- Assist in monitoring procurement activities to ensure compliance with legal and regulatory requirements.

**Required Skills and Qualifications**:
**Education**:High school diploma or equivalent; some companies may prefer an associate degree in business administration or a related field.

**Experience**:Entry-level position with 2-5 years of experience in procurement, purchasing, or clerical work preferred.

**Technical Skills**:

- Proficiency in Microsoft Office Suite (especially Excel incl. Proficiency in Pivot Tables, V-lookup and formulas.) and Word).
- Experience with procurement or enterprise resource planning (ERP) software is a plus (SAGE & ZOHO).

**Attention to Detail**: High level of accuracy in processing orders, entering data, and managing records.

**Communication Skills**: Strong written and verbal communication skills for interacting with suppliers and internal teams.

**Organisational Skills**: Ability to manage multiple tasks and maintain organised records.

**Problem-solving Skills**: Capability to resolve discrepancies in orders or shipments efficiently.

**Work Environment**:
You will work in an office environment. The position works closely with the warehouse and inventory teams. It also often requires working with internal departments such as finance, production, and inventory management.

Pay: R10 000,00 - R15 000,00 per month

**Experience**:

- Procurement administration: 5 years (required)

Application Deadline: 2024/10/09