Procurement Clerk Durban - U.S. Embassy & Consulates in South Africa - eThekwini

The U.S. Consulate in Durban is seeking eligible and qualified applicants for the position of a Procurement Clerk in their General Services Office. Basic Function of Position Reporting to the Procurement Agent, the incumbent serves as the sub-unit's e-filing clerk, administrative assistant, and purchasing agent. This is a customer service position; the incumbent is expected to provide expedient, friendly, and professional service to Consulate clients as well as other vendors. Manages and escorts contractors. Major Duties and Responsibilities Processing Procurement Requests (30%) Using a software system, handles petty cash purchases and routine, non-complex, local procurements under the micro-purchase threshold of 10,000 USD as needed and in compliance with regulations and guidance. Reviews procurement requests, gathering any missing information needed from the requestor as well as clarifying ambiguous requests. Takes initiative to evaluate needs and determine or confirm source of supply through knowledge of local and overseas markets. Prepares Government cost estimates in accordance with regulations. Contacts vendors to negotiate price specification, quantity, and delivery terms to ensure advantageous terms for the Government. Manages the flow of purchase requests throughout the procurement process for application of fund cite on behalf of all agencies at post, tracking movements for prompt handling. Purchasing (30%) Makes payment and completes the purchase for approved purchase order, including send Purchase Orders, Delivery Orders and Blanket Purchase Agreements to vendors, making online payments with the Purchase Card, and traveling to local vendors to purchase and pay using the Purchase Card and/or petty cash. Picks up and/or takes delivery of purchased commodities from the vendor and delivers to the Receiving Clerk and/or end customer as required. Holds a government Purchase Card and serves as Occasional Money Holder. Records and Filing (20%) Maintains organized purchase order and payment files in accordance with regulations and Departmental provided purchase order files. Obtains and uploads payment and vouchering packages to the eFiles. Maintains and closes eFiles in compliance with regulations. As needed, checks the online system for Award Management for the registration status and the Excluded Parties List (EPLS) for own procurement actions and for other procurement agents. Requests invoices from vendors & contractors. Processes purchase order payments, including reconciliation of errors in invoicing, scanning, uploading, and review and preparation of documents for Receiving Officer approval. Develops and maintains account records to track levels of funding and completion of payment. Generates routine system reports such as Requestors, Approvers, and Certifying Officers, ICASS workload counts, etc. for post. Prepares mandatory reports including quarterly procurement competition reports for U.S. Congress as dictated by the Office of the Procurement Executive. Contractor Management (20%) Tracks status of orders and schedules deliveries. Solves ordering problems with vendors, shipping agencies and recipients. Answers suppliers' and customers' inquiries about order changes or cancellations and checks requisition orders for accuracy. Tracks and rectifies delayed and lost item deliveries, as required. Schedules contractors and escorts on USG-controlled properties when required. Prepares access requests for the office staff and vendors when necessary. N ote: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by the supervisor. Education Completion of secondary school is required. Prior Work Experience A minimum of two years of experience in the clerical, procurement or logistics management area is required. Language Proficiency : English level IV (Fluent knowledge) Reading/Writing/Speaking is required. Skills and Abilities : Candidate must have excellent time management and organizational skills. Candidate must have familiarity with Microsoft Office suite and general computer proficiency. Candidate must also possess excellent customer service communication skills. Candidate must be skilled in professional English-language writing. Strong negotiation, vendor management, and project management skills. Numerical skills. Accurate keyboard/typing skills where accuracy is required. Ability to lift up to 25 kilos. The job holder must have held a standard passenger vehicle driver's license for at least five years. Basic Salary: R287,623.00 per annum Non-cash benefits also include medical, pension and others where applicable Apply Now

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Procurement Clerk Durban - eThekwini

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