Procurement Clerk

Location: ,
Job Category:
Job ID: 114952
Employment Type:
Salary:
Posted: 09.13.2024

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Occupations:

Job Description:

1. JOB IDENTIFICATION
Position Title:  Procurement Clerk

Division: Purchasing / Procurement

Department: Finance and Accounts

Section: Purchasing /Procurement

Reports to: Accountant or his or her designate

Liaises with

• Other relevant departments/sections
• Client/Supplier Representatives

           
2. JOB SUMMARY
The Procurement Clerk is responsible for the purchases of all the company goods and services. Responsible for learning company purchasing policies and procedures, negotiate deals with potential vendors and assist in maintaining supply of inventory levels required for effective company operations.
 
The Procurement Clerk will also be responsible for reconciling discrepancies with supplier accounts and notifies the accountant of any irregularities. The incumbent shall perform these functions for all sections.
 
3.BROAD OBJECTIVES    

1. Research, compare and evaluate potential vendors or suppliers
2. Negotiate contract terms of agreement and pricing.
3. Track orders and ensure timely delivery.
4. Review quality of purchased products.
5. Enter order details (e.g. vendors, quantities, prices) into internal databases.
6. Maintain updated records of purchased products, delivery information and invoices.
7. Prepare reports on purchases, including cost analyses.
8. Visit vendors/supplier periodically to conduct audit and evaluations.
9. Research, compare and evaluate potential vendors.
10. Negotiating contract terms of agreement and pricing.
11. Prepare and process purchase orders as required, track orders and investigate problems.
12. Comparing and evaluating offers from suppliers.
13. File of all documents.
14. Coordinate with warehouse staff or stores to ensure proper storage.
15. To perform any other related duties/responsibilities that may be assigned by your Supervisor or his or her designate.

4. ACCOUNTABILITY
Will be held accountable for:

• Coordinating and processing of Purchase Requisitions, Purchase Evaluations, Purchase Orders, for payments.
• Prepare purchase orders.
• Process and track purchase orders.
• Compile Purchase order listing and update the filing system.
• Maintain Strong working relationships with vendors.
• Preparing purchasing reports and performing routine clerical and administrative duties.
• Answering telephone and responding to queries
• Adhering to relevant legislations, policies, and procedures
• Ensuring Quality Health Safety Security and the Environment (QHSSE) performance and will be required to adhere to QHSSE Policies and Procedures.

5. AUTHORITY TO

• Process and track purchase orders.
• Compile Purchase order listing and update the filing system.
• Prepare periodic reports
• Investigate and adjust accounts for discrepancies.

 
6. JOB DEMANDS
A. Knowledge / Abilities     
1)Knowledge of:

• Supplies, equipment, and/or services ordering and inventory control.
• Purchasing, invoicing procedures and inventory record keeping methods.
• Microsoft Office Suite.
• Computerized purchasing and inventory programs.
• Relevant legislations, policies, and procedures

2) Ability to:

• Exhibit excellent customer relation, teambuilding, time, and stress management skills.
• Exercise excellent command of the English language, both oral and written.
• Work in an organized manner; handle multiple tasks and projects simultaneously.
• Prepare routine administrative paperwork and maintain accurate purchasing and inventory records.
• Establish and maintain an effective working relationship with other employees and suppliers.
• Build trust, value others, communicate effectively, drive execution, foster innovation, focus on the customer, collaborate with others, solve problems creatively and demonstrate high integrity.
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.

 
B. Minimum Education/ Training

• Five (5) GCE /CXC General Proficiency Level inclusive of English and Mathematics.
• Technical and Database Management Skills.
• Proficiency in Microsoft Office Suite.
• CPSM certification or equivalent.
• Experience using automated purchasing and inventory management systems.
• Experience in initiating purchase orders paramedical and medical supplies.

 
C. Minimum Experience

• Two (2) years related experience in purchasing.

 
D. Effort     

1. Physical Demands - The Procurement Clerk will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Procurement Clerk may also have to do some light lifting of supplies and materials from time to time.
2. Environmental Conditions - The Procurement Clerk will be exposed to little or no hazardous/noxious situations during the course of employment.
3. Mental Demands - Moderate to high levels of mental/emotional stress will be caused by the requirements to assist in managing the company’s portfolio in a cost-effective manner, meet deadlines and maintain the company’s competitive position and market share.

 
E. Working Conditions

• The Procurement Clerk will encounter while performing the primary functions of this job, normal office conditions. The noise level in the work environment is usually quiet.

Job Requirements:

B. Minimum Education/ Training

• Five (5) GCE /CXC General Proficiency Level inclusive of English and Mathematics.
• Technical and Database Management Skills.
• Proficiency in Microsoft Office Suite.
• CPSM certification or equivalent.
• Experience using automated purchasing and inventory management systems.
• Experience in initiating purchase orders paramedical and medical supplies.

 
C. Minimum Experience

• Two (2) years related experience in purchasing.