Procurement Clerk - Aurum Institute

The Aurum Institute is offering a great opportunity to suitably qualified and experienced staff to contribute towards our mission to improve the health of people and communities through innovation in Health Research and Systems. We are focused on research, support and implementing integrated approaches to managing TB and HIV. The following positions have become available as part of the various projects currently being run by us and you are welcome to apply should you meet the requirements of the position.

Job Functions: Procurement

Industries: Ngo / Non-Profit

Specification

Procurement Clerk

The Procurement Clerk is responsible to assist in the direct area of Purchase Order creation. The Procurement Clerk is responsible to assist the Procurement Department in the procurement function in the Company. To assist with ensuring ensure that procurement of goods and services complies with the Company’s Procurement Policy inter alia creating and maintaining a list of Approved Vendors who comply with certain key criteria to ensure the effective procurement of all items within the company within the required timeframe, best price possible and quality.

Technical Work Responsibilities

• Vendor Management
• Assist with Purchasing of all goods/services within the Company from Vehicles to Stationery
• Provide assistance to ensure the effective procurement of all items required within the Company, within the required time frame, best price possible and quality
• Ensure that all Invoices are captured timeously to ensure prompt payment
• Assist with building good relationships with Vendors, which ultimately benefit Aurum
  
  

Duties

• Coordinate, collaborate and liaise with all Internal (all HOD’s, Administrators and Site Managers) and External Stakeholders towards the achievement of Organizational Goals
• Maintain relationships by responding to and dealing with queries
• Assist with the approval of new Vendors, completion of Vendor Application Forms
• Assist with Managing requests for obtaining quotations from Sites/HO
• Obtaining Quotes from registered Vendors. If the value of items is high; obtain a few Quotes
• Forward Quotes to the Requester for authorization and cost coding
• Follow up on outstanding Quotes with Vendors and Sites
• Scan authorized Quotes for loading into Proactis
• Load the order on Proactis
• Check for rejected Orders and amend or cancel
• Follow up authorizations on a daily basis to ensure that authorizations are done, as Proactis only issues a Purchase Order Number once the
• Order has been approved
• Print and place orders with Vendors once approved and the Requester in to confirm that the order has been placed
• Follow up Orders that have not been received with both Supplier and Site/HO
• File printed Purchase Orders with original signed off Quote
• Print a Report of all orders that have not been invoiced
• Follow up with Sites as to whether they have received the Goods/Services as if they have an Invoice, if no Invoice is available, contact
• Vendor to forward Invoice and proof of Delivery
• Upon receipt of the Invoice forward to the Site applicable and get the Invoice signed off confirming that the Goods/Services have been delivered/rendered
• In Proactis using the Order Number confirm the delivery of the Goods/Services on the Invoice
• Once that has been done, the Invoice gets receipted once again confirming the Invoice number and Rand value of the Order. The Invoice gets stamped and downloaded onto Sun for Creditors
• All Invoices are written in a book with the date written in, Vendor name, Invoice number, Value. The book then is signed by Creditors confirming that they have received the stipulated Invoices
• Placing and receipting of urgent Orders and forwarding to Creditors for payment
• Assisting Vendors/Creditors/Sites with queries pertaining to Orders
• Accessing Vendors to ensure that no Services or Goods are duplicated
• Continuous negotiating for better prices on large volumes or high priced items as well as settlement of accounts
• Assist in Maintaining the BEE database and ensuring that BEE Certificates are validated and updated
• Participate in proactive Team efforts to achieve Departmental and Company Goals

• Comply with all safety policies, practices and procedures according to prescribed Procedures and Legislation
• Report all unsafe activities to Senior Management/Human Resources
• Adhere and maintain Decision making authority as allocated to the position

Requirements

Education

• Diploma in Finance/Accounting
  
  

Advantageous

• Business Degree/Finance Degree
  
  

Experience

• Minimum of 2 years’ experience in a financial environment with the Procurement/Buyer function
• Knowledge of Applicable Legislation
  
  

Requirements

• Own car
• Valid Driver’s Licence
• Proficient personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, advanced MS Excel etc
• SA Citizen or valid work permit to work in South Africa
• Willing to work overtime