PROCUREMENT CLERK

We are seeking a detail-oriented and proactive procurement clerk to join our team. This role is essential to our supply chain, ensuring that the purchasing cycle—from requisition to final delivery—is handled with precision and efficiency.

The role is responsible for the purchasing of all inventories, supplies, and capital goods for the company. The incumbent should also ensure that goods are delivered in a timely and cost-effective manner.

Key Responsibilities

1. Purchase Order Management

• Validation: Review purchase requisitions for accuracy and ensure all required authorizations and supporting documents (signed quotes, supplier bids, etc.) are attached.

• Processing: Prepare and route purchase orders (POs) timely; dispatch and confirm receipt with suppliers.

• Portal Management: Upload approved POs to supplier portals as required.

2. Logistics & Coordination

• Tracking: Monitor order status to ensure warehouse arrivals with minimal delays.

• Stakeholder Liaison: Coordinate with freight forwarders, customs brokers, and the warehouse team to streamline the receipt of goods.

• Cost Auditing: Verify the accuracy of charges, including GCT, customs, freight, and handling fees.

• Payment Facilitation: Ensure customs and freight invoices are submitted for payment promptly to avoid storage costs and delays.

3. Discrepancy & Returns Management

• Investigations: Notify suppliers of missing, damaged, or defective items immediately.

• Resolution: Initiate procedures for credit notes or replacements and manage the Return Merchandise Authorization (RMA) process.

• Inventory Sync: Keep the inventory team updated on the status of all returns.

4. Communication & Reporting

• Internal Updates: Maintain clear communication with sales representatives regarding order status.

• System Management: Update all open orders in Asana on a weekly basis and communicate the receipt of software/warranty "care packs" to the warehouse for PO closure.

• Maintenance: Conduct weekly reviews of open POs to remove cancelled or invalid documents.