Woolworths (Pty) Ltd: Non Trade Admin Clerk I

Create and maintain complex Contract (Planned) and Standard Purchase orders, Blanket Agreements and Requisitions for self-invoicing of strategic Transport and Non-Trade Suppliers in Oracle. Provide administration support to the business through the Purchase Order Management process and facilitate that budgeted funds and cost accruals are available and released.

Duties & Responsibilities

 

  • Comprehensively capture specifications for procurement of goods and services on all types of Purchase Orders.
  • Administer and maintain complex Planned Purchase orders, Blanket Agreements for Catalogue items and strategic Transport self-invoicing requisitions in accordance with good governance imperatives and the Woolworths’ Non-Trade Procurement Policy.
  • Maintain an accurate record on file of all changes made to a Supplier’s purchase order and/or blanket agreement.
  • Facilitate the resolution of planned purchase orders and invoice discrepancies impacting Supplier payments, with the Procurement Buyer or Business Unit.
  • Ensure that planned purchase orders and releases are closed monthly to facilitate an accurate cost accrual to the business expense accounts.
  • Investigate and resolve aged purchase order accruals with the Non-Trade Payables Clerk and/or the Requestor within the various business units ensuring no financial risk to the Business.
  • Maintain and clear the Standard requisition pool within the agreed timelines.
  • Escalate and communicate any non-adherence to the Oracle ordering and receipting procedures by a Supplier or a Business Unit, to the Procurement Buyer, Line Manager and/or the Divisional Finance and Operation Managers.
  • Perform weekly housekeeping tasks to clear outstanding requisitions and purchase orders within the Oracle PO Buyer functionality.
  • Maintain a good working relationship with the Non Trade Suppliers, Procurement Buyers and Managers, Non Trade Payables team and own team. 

     

     

 

TECHNICAL & FUNCTIONAL COMPETENCIES

 

  • Comprehensive understanding of the Oracle Non-Trade Purchase Requisition and Ordering system and procedures.
  • A working knowledge of receipting and payment procedures to facilitate the invoice payment resolution.
  • Elementary Accounting Ability or equivalent experience gained to effectively perform ordering related functions as required by the role and to assess and minimise the impact of such orders and accruals on the financial performance of the business.
  • Computer literacy – Oracle, Excel , Microsoft Outlook
  • Excellent communication skills- ability to communicate effectively via email, telephonically and in person.
  • High problem solving ability
  • Accurate with strong attention to detail when creating complex contracted Planned Purchase orders
  • Organised, confident and assertive when dealing and communicating with strategic transport Suppliers.
  • Proactive in clearing purchase order accruals and related queries to payment resolution.
  • Time management skills.
  • Passion for the brand and customers
  • Making insightful business decisions

Desired Experience & Qualification

MINIMUM QUALIFICATION:

 

  • Diploma in Procurement, Purchasing Management, Supply Chain, or Business Management. 

    EXPERIENCE REQUIRED

     

  • Minimum of 2-3 years Purchase Order Management experience

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