Job Title
Purchase Order & General Finance Administrator
Employment Type
Full Time
3 to 5 years
Job Published
13 March 2023
Job Reference No.

Job Description

The main duties associated with the position include the following:

  • Working with and receiving purchase requisition instructions from project managers and company management
  • Purchase requisition generation via Proman ERP system
  • Purchase order generation via Proman ERP system
  • Enforcing procedures and policies relative to the purchase requisition & purchase order process
  • Precisely coordinate transactions and communication between the accounts payable, project managers, suppliers and administrative assistants
  • Verify and ensure processing information is complete and accurate and captured in the required format in the correct fields
  • Manage purchase order status for each purchase order (Open, Partially Completed, Completed, Forced to Completion, Re-opened, Cancelled)
  • Manage purchase order changes and cancellations
  • Communicate in good time the updated purchase order status, changes or cancellations with all transacting parties
  • Advise transacting parties on the correct disbursement code application for each purchase transaction
  • Generate purchase order reports for reconciliation
  • Providing general administrative assistance to company management and accountants
  • Ensure that transactions are correctly approved with the appropriate authority before actioning
  • Reconciling differences in the supplier purchase order and invoicing transactions where required
  • Report transaction irregularities to the finance manager
  • Actioning of ad-hoc general finance related instructions received from management
  • Participating in the various finance department responsibilities toward the company as and when required
  • Ensure responsibilities are always carried out in good time to meet deadlines

The requirements associated with the position are as follows:

  • Matric (mandatory) with good results plus tertiary qualification (advantageous)
  • Previous ProMan software experience (advantageous) and Microsoft Office (mandatory)
  • Minimum 3 years work experience in a similar role (mandatory)

Preference to candidates with the following skills and attributes:

  • Aptitude for figures with a good understanding of ERP system processes
  • Excellent co-ordination and management of multi-party transactions
  • Ability to work under pressure with high volumes of transactions
  • Ability to self-check calculation workings and reconcile differences
  • Accurate with attention to detail
  • Well organized and able to work as part of a team
  • Approachable and friendly with good people skills