Purchasing Support Personnel

Provides general support to the Company's Purchasing Department and is actively involved in the purchasing process

Position: Purchasing Support Personnel

Reports to: Snr Purchasing Officer

Basic Salary Range: $5,000.00 to $5,700.00 gross per month

Status: Contract

Position Description:

This Position provides general support to the Company’s Purchasing Department and is actively involved in the Purchasing Process.

General Duties & Responsibilities as follows:

• Assist in the preparation and issuance of Internal Requisition Form (IRF)
• Data entries and updating of IRF Logs Sheets with 100% accuracy
• Assist in Data entry and preparation of Purchase Orders (PO) and Delivery Notes (DN) primarily – External Suppliers.
• Update and maintain Purchase Orders Logs.
• Ensure that all completed PO, DN and IRF forms are forwarded to Purchasing Supervisor and/or the Purchasing & Cost Analyst.
• Post all completed Delivery Notes as returned by the Company’s Food Inspectors into the Invoice Review Sheet.
• Upon receipt of external Suppliers Invoices – verify, validate and post all quantities and values of items invoiced into the Invoice Review Sheet with 100% accuracy.
• Report all Invoice queries immediately to the Purchasing Supervisor.
• Updates and Maintain the Relevant Logs as being kept by the Purchasing Dept on a current basis with 100% accuracy.
• Assist in the Physical Issuing, Receiving and Ordering of Inventory and Consumables items in Head Office Stock room.
• Physical maintenance of the Inventory and Consumable items – Packing, Rotation of stock, expiries, proper labeling etc. in the Stock Room.
• Assist in the proper documentation for Stock and Consumables movement through the Stock Card Form (SCF) 
• Assist in Update and Maintenance of the Inventory and Consumables Tracker Sheet.
• Assist in periodic Stock take as and when directed by the Purchasing Supervisor
• Assist in the Sourcing of Vendors, prices, quotations and any other relevant information as per purchasing department requirements and guidelines.
• Assist in the requests for Petty Cash process as per guidelines and requirements.
• Properly file and secure all documentation into the relevant files both hard and soft copies for ease of reference.
• Any other duties as assigned by the Purchasing Supervisor & Management

Skills & Competencies:

• Good communication and inter-personal skills with the ability to interact positively with client, customers, supervisors, management and coworkers, to promote team effort and maintain a positive and professional approach.
• Interpersonal skills – ability to confidently interact with individuals.
• Culturally Aware and adept at operating in a multi-cultural environment.
• A self-starter and proactive, with the ability to manage time effectively, to follow directions, to take criticism, to get along with co-workers and supervisors, to treat co-workers, supervisors and guest with respect and courtesy always, refraining from abusive instructions and / or violent behavior.
• Must be able to function in a fast-paced environment and meet deadlines with accuracy.
• Must be comfortably proficient in the use of Computer Programs such as Microsoft Office Suite - Outlook, Word, Excel and PowerPoint.
• Must be self-motivated to complete tasks and be able to multi-task while prioritizing job tasks and assignments.
• Able to lift heavy loads
• Able to transition from office to warehousing environment on demand
• Critical - thinking skills

Minimum Requirements:

• Certificate in Accounting -CAT
• 2 years’ Experience in a Data Entry Position
• Minimum three (3) years’ experience in a same or similar position.
• Knowledge of Client/Customer Relations