South Africa

Procurement Clerk

Company The Aurum Institute
Reference # 2021/06/04/01
Published 11/06/2021
Contract Type Contract
5 Months
Salary Market Related
Location Parktown, Gauteng, South Africa
Duration _5_Months
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
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

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
Diploma in Finance/Accounting

Business Degree/Finance Degree

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

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
Job Closing Date 15/06/2021
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