Purchasing Clerk

 Responsibilities:

 Purchase Order Management:

• Prepare purchase orders and requisitions through a computerized system (e.g., QuickBooks) and transmit orders for goods as directed (both local and overseas).
• Ensure accuracy in purchase order details, including item specifications, quantities, and pricing.

 Supplier Engagement:

• Request quotations from qualified suppliers; compare prices in spreadsheets as necessary and submit evaluations for purchase decisions.
• Develop and maintain relationships with suppliers to ensure reliable supply chains.
• Monitor supplier performance, including quality, timeliness, and adherence to agreements.

Logistics Coordination (For Local Purchases):

• Arrange for the pickup of purchased items and oversee their distribution to various locations and departments.
• Follow up on local open orders and expedite delivery to the plant site when necessary.

Quality Assurance and Issue Resolution:

• Liaise with local suppliers/customers to address non-conformance issues or damaged materials, escalating concerns as required.
• Verify compliance with specifications and resolve discrepancies in delivered goods.

Clerical Support:

• Perform clerical duties such as photocopying, document scanning, emailing, filing, and maintaining records for the department.
• Ensure that the receival document is prepared and delivered to the warehouse for processing. Once completed, it should be passed to the Data Input Clerk along with the accompanying invoice for further processing.

Inventory and Reporting:

• Review weekly raw material reports to determine reorder quantities and initiate procurement actions.
• Send monthly reminders to staff to gather their stationery needs. Compile the information into a monthly Projection Sheet and prepare the corresponding stationery order.
• Maintain key tracking documents, including the Permit Tracker sheet and turnaround time reports for all local orders.

  Regulatory and Compliance Support:

• Submit permit requests to brokers for shipments requiring permits and ensure compliance with import/export regulations.
• Track and manage the renewal of necessary certifications, licenses, and documentation.

Fleet and Equipment Coordination:

• Schedule servicing and maintenance of the company’s fleet of vehicles as requested by the logistics manager.
• Track servicing schedules and ensure timely maintenance to minimize downtime.

Cost Optimization and Market Analysis:

• Conduct market research to identify cost-saving opportunities and alternative suppliers.
• Assist in negotiating better terms and pricing with vendors.

Ad Hoc Duties:

• Provide administrative support to the purchasing team and management as needed.
• Assist in special projects or other procurement-related tasks assigned by supervisors.