Purchasing Clerk

This position is responsible for performing a variety of clerical duties for assisting in the purchase of materials, equipment, supplies, and services.

Job Summary:

This position is responsible for performing a variety of clerical duties for assisting in the purchase of materials, equipment, supplies, and services. 

Reporting Relationship:                              This position reports to the Procurement Officer

Secondary Relationships/Supervises:         N/A

Key Duties & Responsibilities:

1. To assist in sourcing and co-ordinate the purchase of items for VMCOTT.
2. To assist in processing all purchase requisitions.
3. To assist in process all incoming subcontract forms.
4. To assist in monitoring monitor all purchase orders to effect the greatest savings within reasonable delivery times.
5. To assist in maintaining procurement documents in a systematic retrievable manner.
6. To assist in performing timely turn-around on all requisitions and purchase orders to ensure adequate delivery of goods and services.
7. To assist with recording, preparing and distributing minutes of the Purchasing Department meetings and other meetings as directed by the Procurement Officer.

1. To assist with the drafting of written correspondence as directed by the Procurement Officer.

1. To assist with maintaining departmental files and records, including files for all correspondence received and dispatched from the department.

1. To assist with other related administrative and clerical duties as directed by the Procurement Officer, Purchasing Officer, including assisting other managers and the Chief Executive Officer.

Knowledge, Skills and Abilities:

1. Understanding of automotive parts an asset.
2. Must be a team player and have excellent oral and written communication skills.
3. Must be able to pay attention to detail and accuracy.
4. Must be able to work with strict deadlines.
5. Must be able to function with a high level of professionalism when interacting with external and internal clients.

Behavioral Competencies

1. Ethics - Displays high levels of ethical values; honesty, integrity, transparency and credibility in relationships and work situations, consistent with the vision, mission and core values and principles of the organization

2. Workload Management & Strategic Focus – Demonstrates the ability to manage work load by efficient and effective planning, prioritizing and organizing tasks in a timely manner whilst attaining a high level of performance by delivering results and understanding the internal business challenges and external competitive environment

3. Work Home life Balance – Demonstrates the ability to manage personal and work related synergies; focus is placed on zeal and energy displayed whilst in the pursuit of company objectives with high levels of endurance and fortitude

4. Communication – Demonstrates the ability to communicate in a logical, concise and intelligent manner at all levels within the organization that elicits feedback and encourages continuous dialogue and engagement

5. Supervisory/leadership Skills - Create an environment that motivates employees towards organizational and individual goals. Demonstrates the ability to inspire confidence in others, and encourage them to increase their performance

6. Initiative – Acts independent where necessary to ensure critical Facilities Maintenance processes and procedures are accomplished with confidence and minimum supervision takes a visionary approach and sees the bigger picture and not just the immediate task

7. People focused – Exercises a high degree of emotional intelligence whilst ensuring the ethos of the organization is maintained and its objectives are achieved

8. Customer oriented – Demonstrates a clear understanding of the business aspect of the organization and role played by the customer as the chief client in generating revenue as such recognizes the importance of maintaining a professional approach to customer service and ensuring all others display the highest degree of customer focused services

9. Governance & Compliance – Ensures compliance with laws, state and organizational policies and procedures in a transparent, ethical and accountable manner

Qualifications:

1. Five (5) CXC passes including Mathematics and English
2. Computer literate in Microsoft Word and Excel.
3. Training in Supply Chain management from a reputable institute or a least one year related work experience.

Understanding of automotive parts an asset.