JOB DESCRIPTION

JOB TITLE:                           Purchasing Assistant    

DEPARTMENT:                     Purchasing

REPORTS TO:                       Purchasing Manager  

PRIMARY FUNCTION:          To purchase requisition items in keeping with the Company’s policies and objectives and to ensure that purchase orders are filled and in stock as soon as possible.

Liaises with:                     Suppliers (local & foreign)

Department Managers

Freight forwarders

Accounts and Stores personnel

Customs Broker

DUTIES AND RESPONSIBILITIES:

• Purchasing
  • Prepare purchase orders issued for signatures
  • Prepare and fax orders to suppliers
  • Update purchase log
  • Follow up on queries from/to suppliers
  • Obtain most competitive prices for items
  • Follow up on delivery of items
  • Ensure that payment for orders is on time
  • Prepare letters and claims to suppliers
  • Prepare costing of imported items
  • Ensure that items are not supplied prior to approval
  • Guarantee that duty free concessions are applied to goods exempt under the Hotel Act.
  • Provide information of shipping instructions
  • Obtain competitive freight rates

• General
  • Maintain accurate filing records of all suppliers, copies of orders, invoices and other purchase related documents
  • Purchase commitment log for outstanding orders
  • Maintain up to date records of brochures, catalogues, prices and quotations
  • Any other business

This job description is not intended to be an exhaustive document, but is an outline of the current position and may be subject to alteration or emphasis in the light of future changes, in consultation with the post holder.

Qualifications and Experience

• 5 O’level/CXC passes including Maths and English
• Computer literate
• 2 years’ experience in similar post
• Sound accounting knowledge
• Excellent written and verbal communication skills
• Typing

Personal Qualities

• Mature
• Ability to work on own initiative
• Creative
• Ability to work well with others