Job Description

We are looking for a dedicated Senior Clerk: Purchasing to join our Stationery department. You will reporting to the Department Head and will be responsible for monitoring of stock levels, ordering of stock, assisting with stock takes, processing of stock on inventory system, processing of supplier invoices on financial program for payment and follow-up supplier payments.
You will be working for a well-established company with strong values. In exchange for your services, you will receive a competitive compensation package. You will be joining an organisation that values employee development and rewards excellent performance.
YOUR RESPONSIBILITIES WILL INCLUDE THE FOLLOWING:

• Receive stock replenishment requisition from the storeman on daily basis.
• Draw a weekly stock level report from Pastel system and review stock levels.
• Place orders with suppliers in accordance with Pastel stock level report.
• Ensure that there is no shortage of stock in the department.
• Orders placed by General Management on non-stock items should be attended to immediately.
• Request quotations from suppliers.
• Hand over the quotations to the department head for authorisation.
• Hand over the quotations to the administrative head for authorisation and approval
• Upon approval of quotations, scan quotations and save on the buyer folder, create an order number for each supplier and attached approved quotes.
• The order must be created on CMS and be submitted to the Administrative Head/ Manager: Service Adminitrsation for authorisation.
• Forward order numbers to respective suppliers via e-mail.
• Ensure that all books and barcoded application forms are in the correct sequence before placing an order.
• Ensure that stock is booked into Pastel system as per the authorised quote and when they are received checked against the authorised quote, making sure that the quantities are correct and prices agree to the authorised quote.
• Receive signed delivery notes/invoices from the storeman or designated staff members
• Ensure that all invoices captured and completed on Pastel and CMS are submitted to Finance department on a weekly basis for payment.
• Ensure that stock received is captured into Pastel by making use of the purchase order, goods receive note and supplier invoice.
• New Goods Received Voucher is then created and there after a new invoice linked to the GRV on CMS and saved for approval by the Admin head, department manager or Finance department.
• Ensure that delivery notes are linked to the correct purchase order number on Pastel before creation of GRN and supplier tax invoice.
• Ensure that a new purchase order is created, saved and submitted for approval on CMS.
• Ensure that a new goods received voucher and new invoice is captured on CMS ensuring that all quantities correspond to the Pastel documents.
• Ensure that this is then saved and submitted on CMS for approval by the Admin head or Manager
• Compile and submit department monthly stats to Admin & Department Heads
• Capture monthly expense and budget movements
• Assist with the monitoring and compiling of the Inventory financials on a monthly basis, including balancing of monthly Trading Account before Finance close month end.
• Follow up with Finance department on supplier payments as and when a query arises
• Provide information or data as and when there is a query or request.
• Participate and assist with stock count responsibilities.
• Act on behalf of the department head when on leave and manage employees in the department.
• Assist in the department as and when necessary to achieve department's objectives
• Assist with service counter.

• Grade 12.
• 3 - 4 years general office work experience.
• Certificate in Pastel will be an advantage.
• Procurement or stock management certificate will be an advantage.
• Accounting qualification will be an advantage.
• Stock management.
• Accounting experience.

Equity Statement: We are committed to Employment Equity when recruiting internally and externally. It is company policy to promote from within wherever possible. "Preference will be given to suitably qualified individuals from previously disadvantaged groups in South Africa."