Job Summary: Senior Local Procurement Admin Clerk

Minimum Qualifications and Experience:

• Matric.

• Proficient in the use of the MS Office Suite.

• A relevant qualification is advantageous.

• Previous administrative experience is advantageous.

• Basic understanding of costing and logistical procedures is advantageous.

• Experience with ERP systems such as Pastel and/or Syspro is advantageous.

Soft Skills:

• Positive and professional attitude.

• Strong written and verbal communication skills.

• Ability to work independently while contributing effectively as part of a team.

• Meticulous attention to detail.

• High level of accuracy and efficiency.

• Excellent organisational and time-management skills.

• Energetic, enthusiastic, and proactive approach to tasks.

• Ability to prioritise and manage multiple tasks effectively in a fast-paced environment.

Main Duties / Key Results Areas:

• Generate local Purchase Orders and Sales Orders.

• Cancel and amend orders as required.

• Update and maintain the Local Procurement Checklist.

• Validate official Purchase Orders against supplier confirmations.

• Follow up on supplier confirmations and ensure that any amendments or updates are actioned promptly.

• Prepare Marketing Specification Sheets and request the required COAs, COCs and PODs.

• Request supplier Purchase Orders where required.

• File and electronically upload supplier invoices, COAs, COCs and PODs.

• Request and follow up on outstanding supplier credit notes.

• File and electronically upload supplier confirmations.

• Validate supplier documentation received from the Creditors Team against the relevant Purchase Order.

• Request backorders for short deliveries and follow up to ensure outstanding quantities are received.

• Update and maintain the Local Buy-Out Dashboard.

• Update estimated delivery dates (ETAs) on the relevant dashboards.

• Prepare and distribute local stock reports.

• Prepare and distribute reports relating to outstanding Purchase Orders and Sales Orders.

• Expedite outstanding deliveries and follow up with suppliers where necessary.

• Follow up with Sales Processing regarding outstanding Sales Orders.

• Ensure the required credit approval has been received before providing suppliers with delivery addresses.

• Follow up with suppliers regarding expected delivery dates.

• Prompt Logistics to arrange the collection and delivery of local stock.

• Assist with costing and marketing of stock available in-store.

• Perform any additional duties reasonably required in support of the department and business operations.

• All and any other related tasks and duties as required by the Employer from time to time.

General:

• Undertake additional tasks as assigned by your manager or Director, in alignment with the skills and experience required for the role.

• Ensure the health, safety, and well-being of yourself and others, always adhering to all Health and Safety regulations.

• Maintain strict confidentiality regarding all sensitive information obtained during employment, sharing it only with individuals authorised to receive it in an official capacity.

• Abide by all company policies and procedures.

• Take on any other responsibilities as necessary to support the evolving needs of the role and the organisation, acknowledging the need for flexibility in a dynamic workplace.

• Contribute to a workplace that values diversity, equity, and inclusion, fostering a positive and supportive environment for all employees.

• All employees are encouraged to actively pursue their professional development by continuously seeking opportunities to upskill and expand their knowledge within the organisation. This commitment to learning and growth is essential for staying ahead in an ever-evolving import and export industry and ensuring both personal and organisational success. Employees are supported in pursuing relevant training, certifications, and educational opportunities that enhance their skills and expertise.