Purchasing Clerk

Overview

• 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. 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.

• Grade 12 / Matric certificate.
• A certificate or diploma in Procurement, Supply Chain Management, Purchasing or Business Administration would be advantageous.
• 3 Years, previous experience in a purchasing, procurement administration or supply chain support role.
• 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.
• Experience using an PGT or purchasing system would be advantageous.