R.A. Williams Distributors

Job Summary

The Purchasing Officer is responsible for buying products that are essential for our company’s day-to-day operations. The Purchasing Officer will review prices, quantity, and quality and ensure optimal stock levels. The Purchasing Officer’s Responsibilities also include evaluating vendors, negotiating contracts and preparing reports (e.g. on orders and costs.) For this role, a good knowledge of market research, along with solid analytical skills in order to identify the most profitable offers. Ultimately, creating and maintaining good relationships with key suppliers to ensure
merchandise is high quality and delivered on time.

Job Duties

1) Key Accountabilities
i. Purchasing
ii. Inventory Operations
iii. Correspondences

2) Specific Job Functions

 Use existing inventory information to forecast stock turnover, calculate reorder point and order quantity.
 Create purchase order and have it approved by Accounts.
 Preparation of supplier purchase orders based on monthly movement of products.
 Send Purchase Order to supplier and ensure that order is received by email confirmation.
 Liaise with Custom Brokers to ensure accurate codes and classification are used.
 Check percentage mark-up after shipment is cleared to ensure that margins are being maintained.
 Negotiating logistical details with suppliers

Inventory Management
 Checking Shipments on arrival at warehouse.
 Maintain records of goods ordered and received.
 Overseeing the movement of inventory from Warehouse 1a & 1b to Warehouse 2
 Map spaces in warehouse to reorganize warehouse to accommodate incoming cargo (at the directive of the registered pharmacist)
 Correct any warehouse discrepancies identified in the process
 Separate samples from sale stock
 Prepare samples for distribution (Only done upon instructions from Line Managers)
 Reconciliation of physical inventory vs the system.
 Complete returns and credit notes for customers.

 Complete IPCA and INDUS reports (Weekly and Monthly)
 Complete all other reports, For example; Damage Reports, Check-Off reports.
 Check on all incoming shipment and contact carrier for cargo details
 Follow up on all outstanding Purchase Orders
 Contact broker and gather information on all shipments at the port being cleared and supply all supporting documents for newly arrived cargo.
 Prepare physical documents to be sent to broker using any available means of transport.

Other Duties and Responsibilities
 Any other duties that may be assigned that is relevant to ensuring efficient and viable operations of the company.

3) Education/Training/Experience
 Bachelors in Customs Processes, Freight Forwarding and Immigration
 At Least 1-2 years’ experience in Purchasing.
 Knowledge of Pharmaceuticals is a plus.

4) Skills
 Solid knowledge and understanding of purchasing processes, policy, and systems.
 Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
 Ability to multitask, prioritize, and manage time efficiently
 Excellent verbal and written communication skills; able to negotiate, establish, and process contracts
 Researching Skills
 Analytical Skills
 High level of initiative

5) Performance Standards
The job is performed successfully if the following duties are fulfilled objectively
 Perfect command of ODOO for the use of purchasing and stock management
 The required stocks are always maintained unless situation is beyond purchasing officer’s control.
 Reports are submitted on time and are accurate.