About This Job
POSITION: Purchasing Clerk
RESPONSIBLE FOR: Purchasing of goods and services
REPORTS TO: Head of Procurement
PRIMARY OBJECTIVE OF POSITION
The Purchasing Clerk is responsible for supporting the procurement team by handling administrative tasks related to purchasing goods and services. This role ensures that purchase orders are processed efficiently, vendor communications are managed, and records are maintained accurately to ensure that the companies operations are adequately supplied at all times.
TASKS, DUTIES AND RESPONSIBILITIES
- Processing Purchase Orders (POs): Create, review, and process purchase orders based on approved requests.
- Vendor Communication: Contact suppliers for quotes, confirm orders, and follow up on deliveries.
- Inventory Management Support: Assist in monitoring stock levels and coordinating replenishments.
- Invoice Matching: Verify invoices against purchase orders and delivery receipts.
- Data Entry & Record Keeping: Maintain accurate procurement records in the system, including supplier details, order history, and pricing.
- Compliance & Documentation: Ensure all purchasing activities adhere to company policies and regulatory requirements.
- Coordination with Departments: Work closely with finance, warehouse, and other departments to resolve discrepancies or issues.
- General Administrative Support: Handle correspondence, file documents, and assist in preparing reports.
REQUIREMENTS
- Minimum Food handlers license B or as applicable.
- Previous experience in purchasing, procurement, or clerical work is preferred.
- Strong organizational and multitasking skills.
- Attention to detail and accuracy in data entry.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Good communication and negotiation skills.
- Ability to work in a fast-paced environment and meet deadlines.
HUMAN RESOURCES
- Maintain a healthy relationship with all superiors and colleagues.
- Must project a good image in terms of personality and appearance at all times.
GENERAL
- Take reasonable care for the health and safety of yourself and of others who may be affected by their acts or omissions at work.
- In addition, all employees are expected to work within the terms of their contract of employment and adhere to policies and practices as directed.
COMPANY POLICY
Company policies may change depending on the commercial circumstances of the operation, and which may in some manner or other, change, alter or amend the aforementioned job description.