The Procurement Clerk supports the purchasing function by processing purchase requests, maintaining supplier records, preparing purchase orders, and monitoring stock levels.

JOB PURPOSE:

The Procurement Clerk supports the purchasing function by processing purchase requests, maintaining supplier records, preparing purchase orders, and monitoring stock levels. The role also includes basic accounting tasks such as invoice verification, reconciliations, and data entry to ensure accurate and timely financial documentation.

 KEY RESPONSIBILITIES:

• Ensure suppliers’ registration forms are well filled in and signed by all concerned parties before the creation of supplier account in the ERP.
• Process all foreign and local orders on ERP as per approved Proforma invoices from respective HOD/Approver.
• Follow up of orders to be approved on ERP from respective HOD/Approver and send to suppliers.
• Process supplier invoices on ERP and effect payments.
• Prepare letter of credit (LC) for concerned suppliers.
• Follow up of orders with suppliers and seek shipping documents/CoA/MSDS
• Request freight quotation from different freight forwarders.
• Seek all relevant certificates and permits from respective Authorities prior to clearance.
• Provide all relevant documents to Clearing Agent for Customs Clearance purposes.
• Monitor the clearing process of consignment till release obtain from Custom Department and organize delivery of consignments to respective warehouse/ on site.
• Ensure all charges invoices are received from respective service provider and processed in ERP.
• Prepare costings with all received related documents (foreign invoices/local charges/GRN) within 48 hours  
• Inform respective HOD to verify and approve respective costings.
• Ensure the order follow up chart is always up to date with required information.
• Summarize MRA payment of importations done for verification with Finance Department.
• Source and select Local Suppliers and Service Providers in terms of quality, prices, and terms of deliveries.
• Seek for quotes and negotiate best prices for concerned Departments.
• Prioritize requests for Local Purchase received from various departments.
• Monitor and coordinate deliveries of items from Local suppliers.
• Ensure Conformity Certificate has been received from Service Providers
• Process receipt on ERP upon arrival orders for HO resources.
• Ensure filling are done as per audit requirements.
• Prepare suppliers reconciliation from ERP to statement of account.
• Process suppliers’ invoices (local and foreign) in ERP.

 JOB REQUIREMENTS:

• Minimum HSC or equivalent; a certificate/diploma in Procurement, Accounting, or Business Administration is an advantage.
• Excellent communication and problem-solving skills.
• Good negotiation skills.
• Good planning and coordinating skills.
• Good analytical skills and at ease with figures.
• Ability to work well in a fast-paced environment and under pressure.