Purchasing Clerk

Job Responsibilities

Procurement and Purchasing

• Prepare and process purchase orders and requisitions.
• Obtain quotations from approved suppliers and compare prices, quality, and delivery schedules.
• Place orders for goods and services as authorized.
• Follow up with suppliers to ensure timely delivery of orders.
• Resolve discrepancies related to pricing, quantities, delivery, and invoices.

Supplier Management

• Maintain effective relationships with suppliers and vendors.
• Assist in identifying and evaluating potential suppliers.
• Update and maintain supplier databases and records.
• Ensure supplier documentation is complete and up to date.

Inventory and Stock Control

• Monitor inventory levels and reorder stock when necessary.
• Coordinate with stores and departments to determine purchasing requirements.
• Track stock movements and assist in inventory reconciliation.
• Support periodic stock counts and audits.

Administrative Duties

• Maintain accurate purchasing records and documentation.
• Match purchase orders, delivery notes, and invoices for payment processing.
• Prepare procurement reports and purchasing data as required.
• Ensure compliance with company procurement policies and procedures.
• File and archive procurement documents according to record-keeping requirements.

Compliance and Cost Control

• Ensure procurement activities comply with company policies and relevant regulations.
• Assist in achieving cost savings through price comparisons and supplier negotiations.
• Monitor spending against approved budgets where applicable.

Key Performance Indicators KPIs

• Purchase order processing accuracy.
• On-time order placement and delivery.
• Supplier performance and responsiveness.
• Inventory availability and stock-out reduction.
• Compliance with procurement procedures.
• Accuracy of procurement records and reports.

Experience

• 1 to 3 years' experience in purchasing, procurement, inventory control, or administrative support.
• Experience using procurement or ERP systems is advantageous.

Knowledge and Skills

• Knowledge of procurement and purchasing processes.
• Understanding of inventory management principles.
• Proficiency in Microsoft Office Excel, Word, Outlook.
• Good numerical and analytical skills.
• Strong administrative and record-keeping abilities.
• Effective communication and negotiation skills.
• Attention to detail and high level of accuracy.
• Time management and organizational skills.

Competencies

• Integrity and accountability.
• Customer and service orientation.
• Problem-solving ability.
• Teamwork and collaboration.
• Planning and organizing.
• Attention to detail.
• Ability to work under pressure and meet deadlines.

Working Conditions

• Office-based environment with regular interaction with suppliers and internal stakeholders.
• May occasionally be required to visit suppliers or warehouses.
• Standard working hours with occasional overtime during peak operational periods.

Minimum Qualifications

• Grade 12 Matric.
• Certificate or Diploma in Procurement, Supply Chain Management, Business Administration, or a related field preferred.