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.