Purchase Order Clerk

The Purchase Order Clerk is responsible for the accurate and timely creation, management, and monitoring of requisitions and purchase orders on Coupa. The role supports Head Office functions by ensuring effective procurement processes, accurate financial reporting, and compliance with company policies and deadlines.

Key Responsibilities

• Create requisitions on Coupa based on approved quotations and in line with Levels of Authority (LOA) from various departments.
• Create, maintain, and manage framework orders on Coupa for multiple departments.
• Receipt approved invoices and delivery notes against purchase orders.
• Resolve all queries relating to requisitions and purchase orders in a timely manner.
• Review open purchase orders and prepare month-end accruals for:
• Head Office Functions
• Company 510 (BA 5100)
• Company 520 (BA 5200)
• Conduct weekly reviews of outstanding purchase orders and follow up to ensure no purchase order remains open for longer than 30 days.
• Prepare and complete balance sheet reconciliations after month-end in accordance with Greenline deadlines.
• Assist with internal and external audit queries when required.
• Support management with ad hoc tasks and projects as required.
• Maintain a neat and orderly work area in line with company standards.

Key Performance Indicators (KPIs)

• Requisition and Purchase Order Management

Objective: Ensure requisitions and purchase orders are created timeously.

• All requests received by 15:00 are captured by 17:00 on the same day.
• All requests received after 15:00 are captured by 10:00 the following working day.
• Outstanding Purchase Order Management

Objective: Maintain effective control over open purchase orders.

• Weekly review of all open purchase orders.
• All purchase orders older than 30 days are cleared timeously.
• Any purchase orders not cleared must have a documented explanation and management sign-off.
• Balance Sheet Reconciliations

Objective: Ensure accurate and timely financial reporting.

• Monthly balance sheet reconciliations completed and submitted on Greenline within stipulated deadlines.
• All reconciling items are clearly highlighted, escalated to management, and cleared in the subsequent month.
• Reconciliations are properly prepared with complete and appropriate supporting documentation.