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:
- To assist in sourcing and co-ordinate the purchase of items for VMCOTT.
- To assist in processing all purchase requisitions.
- To assist in process all incoming subcontract forms.
- To assist in monitoring monitor all purchase orders to effect the greatest savings within reasonable delivery times.
- To assist in maintaining procurement documents in a systematic retrievable manner.
- To assist in performing timely turn-around on all requisitions and purchase orders to ensure adequate delivery of goods and services.
- To assist with recording, preparing and distributing minutes of the Purchasing Department meetings and other meetings as directed by the Procurement Officer.
- To assist with the drafting of written correspondence as directed by the Procurement Officer.
- To assist with maintaining departmental files and records, including files for all correspondence received and dispatched from the department.
- 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:
- Understanding of automotive parts an asset.
- Must be a team player and have excellent oral and written communication skills.
- Must be able to pay attention to detail and accuracy.
- Must be able to work with strict deadlines.
- Must be able to function with a high level of professionalism when interacting with external and internal clients.
Behavioral Competencies
- 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
- 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
- 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
- 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
- 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
- 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
- People focused – Exercises a high degree of emotional intelligence whilst ensuring the ethos of the organization is maintained and its objectives are achieved
- 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
- Governance & Compliance – Ensures compliance with laws, state and organizational policies and procedures in a transparent, ethical and accountable manner
Qualifications:
- Five (5) CXC passes including Mathematics and English
- Computer literate in Microsoft Word and Excel.
- Training in Supply Chain management from a reputable institute or a least one year related work experience.
Understanding of automotive parts an asset.