Purchasing Clerk

To provide administrative and operational support to the purchasing function by processing purchase requisitions, raising purchase orders, following up on deliveries and maintaining accurate purchasing records.

Responsibilities

• The role ensures that raw materials, packaging materials, ingredients, spare parts, consumables and other operational requirements are procured and delivered on time to support uninterrupted bakery operations.
• Purchasing and Purchase Order Administration Receive and review purchase requisitions from production, maintenance, quality, warehousing and other departments.
• Verify that requisitions are complete, appropriately authorised and aligned with approved purchasing procedures.
• Create and process purchase orders on the relevant purchasing or ERP system.
• Ensure that purchase orders contain accurate descriptions, quantities, prices, supplier details and delivery dates.
• Obtain quotations from approved suppliers where required and assist with price comparisons.
• Follow up on outstanding purchase orders to ensure timely delivery of goods and services.
• Communicate order confirmations, delivery schedules and any delays to relevant stakeholders.
• Ensure that purchases are made in accordance with approved supplier arrangements and delegated approval limits.
• Supplier Coordination Liaise with suppliers regarding product availability, pricing, order confirmations, delivery dates and outstanding orders.
• Follow up on late, incomplete or incorrect deliveries and assist in resolving supplier-related queries.
• Maintain effective working relationships with approved suppliers and internal stakeholders.
• Escalate supplier performance concerns, recurring delays and supply risks to the relevant manager.
• Assist with obtaining updated supplier quotations and maintaining supplier information.
• Bakery Operations Support Support the timely procurement of bakery ingredients, raw materials, packaging materials, maintenance spares, cleaning materials, personal protective equipment and general consumables.
• Follow up on critical items required to prevent production interruptions, equipment downtime or operational delays.
• Liaise with stores and warehouse personnel to confirm stock availability and identify replenishment requirements.
• Monitor outstanding orders for critical production and maintenance items and escalate potential shortages.
• Assist with ensuring that purchased materials meet the specifications and requirements communicated by the requesting department.
• Support the coordination of urgent purchases in line with approved procurement procedures.
• Documentation and Record Management Maintain accurate and up-to-date purchase order records, quotations, requisitions, supplier correspondence and delivery documentation.
• Ensure that purchasing documentation is properly filed and readily available for audits and internal reviews.
• Assist with matching purchase orders to delivery notes, goods-received records and supplier invoices.
• Identify discrepancies in quantities, pricing or delivery documentation and refer them for resolution.
• Maintain accurate information on the purchasing system and procurement trackers.
• Invoice and Payment Support Assist the accounts payable team with purchase order and invoice queries.
• Follow up on discrepancies between purchase orders, goods received and supplier invoices.
• Provide supporting documentation to facilitate invoice verification and payment processing.
• Communicate unresolved supplier payment or invoice queries to the relevant department.
• Compliance, Safety and Continuous Improvement Comply with company procurement policies, approval processes and ethical sourcing requirements.
• Maintain confidentiality of supplier information, quotations and purchasing transactions.
• Identify opportunities to improve purchasing administration, record accuracy and order turnaround times.
• Adhere to applicable food safety, quality, occupational health and safety requirements when working within the bakery environment.
• Perform any other reasonable duties related to the role as required by management.
• Qualifications Grade 12 / Matric certificate.
• A certificate or diploma in Procurement, Supply Chain Management, Purchasing or Business Administration would be advantageous.
• Experience in a manufacturing, FMCG, food production or bakery environment would be advantageous.
• Basic understanding of purchase orders, supplier quotations, stock replenishment and invoice matching.

Requirements

• 3 Years, previous experience in a purchasing, procurement administration or supply chain support role.

Preferred

• Experience using an PGT or purchasing system would be advantageous.