Procurement Assistant

Occupations:

Job Description:

• Ensures all Purchasing Reports updated and maintained
• Update & Maintain records of all orders entered in Order Report Local Orders track & enter value – ensure accountability of each Requestor 
• Foreign Orders - Run monthly GP orders showing all Inventory Orders entered cross reference with available shipment control
• Non-Inventory goods - Obtain quotations for Vehicle Parts /Stationary etc as requested and as necessary
• Prepare purchase orders for non-stock supply.  
• Ensure relevant quotations are attached to support the purchase.
• Ensure Departmental Manager’s approval is obtained on  Quotation before preparing order.
• Maintain log book.
• Copy and distribute purchase order and corresponding quote as follows:
  • Original -  Supplier
  • Pink     -  Finance Dept
  • Green     -  Purchase Dept
• Inventory goods - Review proformas, ensure product code , description quantity and price aligned as per records and Manager’s request from the supplier. 
• Update & Maintain records for the Historical Order Data by Supplier
• Maintain copy of purchase order entered along with relating proforma and cost sheet in the Purchasing Dept in order sequence  
• Approved GP orders to be scanned and emailed to Procurement & Logistics Manager 
• Reconcile order with shipping invoice to ensure supplier deliver goods based on order, discrepancies to be communicated to Procurement & Logistics Manager and corrected on the order in the system as necessary
• Review all shipping documents for accuracy and report any discrepancies to the Procurement & Logistics Manager 
• Ensure CAPEX is completed and recorded if expenditure is an asset.
• Maintain copy of CAPEX in the Purchasing Dept.
• Discrepancies of goods  to be calculated and updated in Discrepancy Report 
• Ensure records are maintained and filed within area of responsibility
• On Annual basis close off all/relevant  files to move to File Storage
• All other updates with data entry reports as necessary

Job Requirements:

• Minumum 5 CXC/ O' Level subjects (English A and Math Included)
• Purchasing knowledge would be an asset
• Knowledge and ability to use miscrosoft tools