Senior Clerk: Purchasing

AVBOB South Africa; Centurion; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A well-established South African company is seeking a Senior Clerk in Purchasing for their Stationery department. The role involves monitoring stock levels, processing orders and invoices, and assisting with stock takes. Ideal candidates should have experience in stock management, excellent financial reporting skills, and be proficient in using Pastel and CMS. A competitive compensation package is offered along with a strong focus on employee development.

Benefits

Competitive compensation

Employee development programs

Qualifications

• Experience in stock management and purchasing processes.
• Proven ability to work with inventory systems.
• Strong analytical skills for reporting and financials.

Responsibilities

• Monitor stock levels and place orders with suppliers.
• Process invoices and ensure timely supplier payments.
• Compile monthly departmental statistics.

Skills

Stock management

Inventory processing

Supplier negotiation

Financial reporting

Tools

Pastel

CMS

Job description

We are looking for a dedicated Senior Clerk: Purchasing to join our Stationery department. You will report to the Department Head and will be responsible for monitoring stock levels, ordering stock, assisting with stock takes, processing stock on the inventory system, processing supplier invoices for payment, and following up on supplier payments.

You will work for a well-established company with strong values. In exchange for your services, you will receive a competitive compensation package. The organization values employee development and rewards excellent performance.

Your Responsibilities Will Include

• Receiving stock replenishment requisitions from the storeman daily.
• Drawing weekly stock level reports from the Pastel system and reviewing stock levels.
• Placing orders with suppliers based on the Pastel stock level report.
• Ensuring there is no stock shortage in the department.
• Attending to orders for non-stock items placed by General Management immediately.
• Requesting quotations from suppliers.
• Submitting quotations to the department head for authorization.
• Submitting quotations to the administrative head for approval.
• Scanning approved quotations, saving them in the buyer folder, creating an order number for each supplier, and attaching the approved quotes.
• Creating and submitting purchase orders on CMS for approval by the Admin or Service Manager.
• Forwarding order numbers to suppliers via email.
• Ensuring all books and barcoded forms are in the correct sequence before placing an order.
• Booking received stock into Pastel, verifying quantities and prices against authorized quotes.
• Receiving signed delivery notes/invoices from designated staff.
• Capturing and submitting all invoices on Pastel and CMS to the Finance department weekly for payment.
• Recording stock received into Pastel using purchase orders, goods received notes, and invoices.
• Creating and linking Goods Received Vouchers and new invoices on CMS for approval.
• Linking delivery notes to the correct purchase orders before creating GRNs and invoices.
• Creating, saving, and submitting new purchase orders on CMS for approval.
• Ensuring quantities on invoices and GRVs match Pastel documents.
• Compiling and submitting monthly departmental statistics to Admin and Department Heads.
• Recording monthly expenses and budget movements.
• Monitoring and assisting with the inventory financials, including balancing the monthly Trading Account before month-end closing.
• Following up with the Finance department on supplier payments and queries.
• Providing information or data as required.
• Participating in and assisting with stock count responsibilities.
• Acting on behalf of the department head during leave and managing department staff.
• Assisting with departmental objectives and service counter operations as needed.