Purchasing Clerical Officer

Key Responsibilities:

1)Stock Receipting Management

• Accurate and timely receipting of stock orders into the FPA inventory system.
• Loading of data onto applicable process logs covering arrival notifications, unload sheets, non-conformances and order details.
• Ensuring correct contract costings are applied to documentation/invoices,
• Escalating product/supplier issues in a timely manner
• Reporting of discrepancies related to purchasing including stock shortages
• Contribute to the accurate maintenance of the Inventory system
• Communication to relevant stakeholders of receipts.
• Liaise closely with FMI and FPA offices for container deliveries
• Maintenance on systems as required

2) Compliance

• 1st point of escalation to identify non compliances including stock discrepancies between invoice and physical receipt Unload sheets, costing variances and quality issues.
• Escalate non compliances to appropriate stakeholder for corrective action
• Follow up on resolutions for all non-conformances.
• Ensure receipt of Special print process is followed accurately with specified escalation and record keeping.

3) Administration

• Collation of import documentation, purchase orders and freight invoices
• Comprehensive and accurate record keeping
• Processing and logging container unload sheets
• Maintenance of non-conformance log
• Maintain system data as required
• Follow up and maintenance of shipment ETA
• Forecasting and reordering of FPA goods

Requirements

• Effectively prioritizes and meets deadlines
• Demonstrates understanding of basic financial management principles
• Maintains a professional work environment
• Asks for direction to verify own accountabilities if unsure and escalate issues in an appropriate timeframe
• Possesses skills and knowledge to perform the job competently
• Actively participate in training and keeping abreast of change
• Pays attention to details