Receipting Clerk at RCL Foods

Job Description    
DAILY OPERATIONAL EXECUTION

• Receipting of non-stock items, service items and finished product for resale in compliant and timely manner.
• Ensure compliance with established procedures and company standards including levels of authority.
• Ensure that high level of house-keeping are maintained.

NON-STOCK ITEMS

• The Receipting Clerk must verify that a Purchase Order (PO) exists for the delivery being received. Stock can only be receipted against an ERP system PO.
• Once the PO has been identified, Receipting clerk who physically received the items must check the delivery note against the physical stock for following:
• Item correctness,
• Quantity of stock, and Visual quality.
• If there is no PO on the system, the stock must be returned back to the vendor by means of a goods returned advice.
• Once the Receipting Clerk is satisfied that the stock is correct and that the PO exists the supplier delivery note must be signed, the delivery note retained and a copy returned to the supplier; and approved copy is submitted to the creditors department.

SERVICES

• Where services have been received: The service invoice and job card (if applicable) must be signed by the End User / or Cost Centre Owner as evidence of the service having been performed.
• The invoice and applicable job card must be submitted to the Operational Procurement for receipting.
• The Receipting Clerk will capture the receipt on the ERP system.

Procurement Excellence Manager

• Buyer (Senior)
• Buyer
• Buying Administrator
• Receipting clerk
• Contracts Controller
• Where original service invoices are received by the Operational Procurement; original invoices must be submitted to the Creditors Department for payment after goods receipt capture has been completed.
• After completion of above steps, the Receipting Clerk must create a service entry sheet on the ERP system.

RECEIPTING OF FINISHED PRODUCT FOR RESALE

• Same principles required as per above.
• Attention to detail on goods receipting batch numbers based on approved received by SHEQ
• Ensure receipting is completed with 24 hours of receipt of all relevant supporting documentation.

ERP PROCESSING

• The Receipting clerk must create and / or capture the goods receipt on ERP system against the PO.
• Delivery note number must be included on Goods Receipt entry.
• For batch managed items, each batch must be captured on a separate line on the goods receipt.
• Once the goods receipt has been captured, the Receipting Clerk must write the Goods Receipt number onto the delivery note and file it.
• All delivery documents from the supplier must be filed.

EFFECTIVE TEAMWORK AND SELF-MANAGEMENT

• Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritising, and self-development.
• Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
• Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof and provide appropriate resolution.
• Manage colleagues expectations and communicate appropriately.
• Demonstrate willingness to help others and “go the extra mile” to meet team targets and objectives.

KPIS

• Compliance with receipting policies and procedures including company levels of authority
• Accuracy of documentation and data
• All invoices and delivery notes are receipted against an authorised Purchase Order within 24 hours of receiving an approved workflow/ approved delivery note / approved invoice; and within deadlines for month end.
• Purchase order are to be expedited timeously
• Assist buying team with all finance queries where necessary and all queries to be resolved within 48 hours
• No open purchase orders after delivery date on system i.e. BI Cube and SAP systems

ADHOC AMINISTRATIVE DUTIES

• General administrative duties
• Administration of 3G data cards applications for Group Services and Consumer Division:
• Issue 3G cards to employees on fully approved workflow requests
• Order 3G cards from preferred service provider as required
• Maintenance of master-list of all 3G cards allocated to employees
• Address internal customer queries (i.e. employees) e.g. top up requests with necessary approvals obtained and provide a link between the end user and the preferred service provider

Minimum Requirements    

• Matric.
• Previous 1 year experience in a Finance / Similar environment would be advantageous