Senior Local Procurement Admin Clerk

Staff Solutions; Oos-Kaap; On-site; ZAR 150,000 - 230,000; Full time

Job summary

Staff Solutions in South Africa is seeking an administrative professional to handle procurement and logistics support. The role involves generating and amending Purchase Orders and Sales Orders, maintaining procurement checklists, and validating supplier documentation.

Strong attention to detail and reliable communication are essential. Experience with ERP systems such as Pastel or Syspro is advantageous, as is a Matric and proficiency in MS Office.

Qualifications

• Matric; Proficient in MS Office; A relevant qualification is advantageous.
• Previous administrative experience is advantageous.
• Basic costing and logistics understanding is advantageous.
• Experience with ERP systems Pastel and Syspro is advantageous.

Responsibilities

• Generate local Purchase Orders and Sales Orders.
• Cancel and amend orders as required.
• Update and maintain the Local Procurement Checklist.
• Validate official Purchase Orders against supplier confirmations.
• Follow up on supplier confirmations and amendments.
• Prepare and distribute local stock reports and dashboards.

Skills

Communication skills

Attention to detail

Time management

Organisational skills

Independent worker

Education

Matric

Tools

Pastel

Syspro

MS Office

Job description

Minimum Qualifications and Experience:

• Matric.
• Proficient in the use of the MS Office Suite.
• A relevant qualification is advantageous.
• Previous administrative experience is advantageous.
• Basic understanding of costing and logistical procedures is advantageous.
• Experience with ERP systems such as Pastel and/or Syspro is advantageous.

Soft Skills:

• Positive and professional attitude.
• Strong written and verbal communication skills.
• Ability to work independently while contributing effectively as part of a team.
• Meticulous attention to detail.
• High level of accuracy and efficiency.
• Excellent organisational and time-management skills.
• Energetic, enthusiastic, and proactive approach to tasks.
• Ability to prioritise and manage multiple tasks effectively in a fast-paced environment.

Main Duties/Key Results Areas:

• Generate local Purchase Orders and Sales Orders.
• Cancel and amend orders as required.
• Update and maintain the Local Procurement Checklist.
• Validate official company Purchase Orders against supplier confirmations.
• Follow up on supplier confirmations and ensure that any amendments or updates are actioned promptly.
• Prepare Marketing Specification Sheets and request the required COA’s, COC’s and POD’s.
• Request supplier Purchase Orders where required.
• File and electronically upload supplier invoices, COA’s, COC’s and POD’s.
• Request and follow up on outstanding supplier credit notes.
• File and electronically upload supplier confirmations.
• Validate supplier documentation received from the Creditors Team against the relevant company Purchase Order.
• Request backorders for short deliveries and follow up to ensure outstanding quantities are received.
• Update and maintain the Local Buy-Out Dashboard.
• Update estimated delivery dates (ETAs) on the relevant dashboards.
• Prepare and distribute local stock reports.
• Prepare and distribute reports relating to outstanding Purchase Orders and Sales Orders.
• Expedite outstanding deliveries and follow up with suppliers where necessary.
• Follow up with Sales Processing regarding outstanding Sales Orders.
• Ensure the required credit approval has been received before providing suppliers with delivery addresses.
• Follow up with suppliers regarding expected delivery dates.
• Prompt Logistics to arrange the collection and delivery of local stock.
• Assist with costing and marketing of stock available in-store.
• Perform any additional duties reasonably required in support of the department and business operations.
• All and any other related tasks and duties as required by the Employer from time to time.