Assistant at Allan Gray Proprietary Limited

Job description

The main purposes for this role is:

• Data Capturing, Procurement and Asset Management
• Process All Quotations

Main responsibilities

• Receive quotations
• Ensure the quotations are correctly compiled, that all supporting documentation is attached and that it is approved according to the FM approval chain
• Check if it is an existing supplier. If not, refer to new supplier take-on process
• Before creating the purchase order, if the quotation is outside of the Operational Manager’s approval, then the creator must ensure the HOD or Director (if required) is available.
• Create a purchase order by;
• Ensuring that the correct required for, department, service provider, budget and sub-category is selected
• Ensuring that the correct amount is captured
• Ensuring that the correct items are ordered or work requested as per the quotation
• Ensuring the quotation is attached
• Submit the purchase to the service provider and advise the Operational Manager
• Process All Invoices
• Receive all invoices
• The invoice is checked to see that it is correctly compiled and in line with the quotation
• Check that items purchased are not assets. For purchases that are assets, see Maintaining Asset Register process
• Invoices must be submitted for payment within stipulated deadlines
• Invoices must be uploaded and captured in the Procurement Management System

Maintain Procurement System By

• Following-up on all dormant purchase orders with service providers and/or Operational Managers, ensuring that they are closed within the financial year
• Updating the standing order register monthly as and when invoices are received and using this as a system to contact service providers for outstanding invoices
• Request monthly statements from service providers to accompany invoices. This must be reconciled and any queries must be resolved prior to submission to Finance.

Maintain Asset Register

• Ensure the integrity of assets managed by the Facilities Department
• Ensure that control systems and mechanisms are in place and in line with policy and procedures
• Establish, implement and maintain effective reporting to Management
• A yearly audit of all assets, including the regional offices, must be carried out and checked against the asset register

Additional Duties

The incumbent will be asked to perform additional duties on occasion

Qualifications

Grade 12 qualification

Skills/Competencies And Experience

• Min imum 5 years experience required in related field
• Computer literate;
• Customer focus;
• Good organisational skills;
• Ability to prioritise tasks;
• Good interpersonal relations and communication skills;
• Ability to use initiative and work in a team;
• Take ownership of tasks;
• Integrity;
• Accountability;
• Ability to keep and meet deadlines.