POSITION DETAILS. Faculty Procurement Clerk. Health Sciences Faculty Finance Purchasing Unit

Transcription

1 HR191 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form is kept by the line manager and the job holder. Position title POSITION DETAILS Faculty Procurement Clerk Job title (HR Practitioner to provide) Job grade (if known) Academic faculty / PASS department Academic department / PASS unit Division / section Date of compilation August 2014 Health Sciences Faculty Finance Purchasing Unit ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) FACULTY MANAGEMENT ACCOUNTANT PC12 PC09 ASSISTANT PC08 ASSISTANT PC08 Goods Receipting Assistant PC06 Goods Receipting Assistant PC06 PURPOSE The main purpose of the Faculty Procurement Clerk role is the provision of an efficient, accurate and cost-effective purchasing service for the assigned Faculty Departments according to the UCT and External funding agencies policies and procedures in line with appropriate authorization. 17 July 2014 Page 1 of 5 HR191

2 1 Key performance areas (4 6) (What) % of time spent JOB CONTENT Activities / Objectives / Tasks (How) Purchasing Co-ordination 30% Provide an efficient, accurate and costeffective purchasing service for the Faculty according to the UCT and External funding agencies policies and procedures in line with appropriate authorization. Responsible for all purchases & all asset purchases of the department (including all Research funds). Communicate and advise Faculty staff on UCT Purchasing Policies and Procedures and relevant Purchasing information Ensure that sufficient available budget exists in funds and informing the SFO when insufficient budget in funds To ensure correct cost allocation of all postings. Results / Outcomes (Why) Satisfied customer due to excellent service delivery. Provide expertise on sourcing of goods and services. Clients are kept informed about Purchasing policies and procedures. Correct GL allocation for reporting- reduced journal corrections. 2 Purchasing, Administration and PCard processing 40% Ensure that new vendors i.e. staff and students comply with UCT Policies & Procedures in terms of application and supporting documentation Process orders according to customer requirements/specifications. Multiple line item Purchase Orders are processed by uploads to SAP in accordance with Upload requirements Research materials and vendors so that delivery time, cost and equality are optimal when required Inform requester and cc fund holder via when a PO has been placed, informing them of the delivery date and address and remind them to send the original delivery note/invoice to you. Ensure timeous delivery by vendor. Monitor proof of delivery. Follow up on outstanding deliveries, invoices and credit notes with vendors and departmental and faculty staff timeously. Ensure deliveries, invoices and credit notes conform to the relevant purchase order specifications. Ensure partial and full good receipts and receipts reversals are done when applicable Accurately capture purchase order requests within 24hrs of receiving 1the requisition Time reduced when using upload program for multiple PO s GRV issued within 24 hours of goods received or services rendered Provide a cost effective service PO placement confirmation on Accurate filing system maintained PCard transactions committed to funds within one month of transaction date PCard supporting documentation submitted with 24 hours of transaction 17 July 2014 Page 2 of 5 HR191

3 Liaise with the Creditors department regarding vendor queries. Facilitate timeous payment of vendors. Vendor reconciliations done on certain vendors to facilitate processing of outstanding PO, follow up of payments and issuing of credit notes to facilitate correct payment to vendor. Process Petty cash floats and reimbursements as per UCT policy with correct authorization. Process foreign orders according to policy and liaise with Foreign office to avoid delivery and payment delays. Timeously clearing and processing of PCard transactions and follow up of outstanding documentation PCard purchases done according to UCT policy & Procedures within allowed credit limit and that budget is available. 3 Monitoring and control reporting 20% Provide monthly management control reports Purchasing Provide monthly KPI report to Faculty/Area finance manager, with copy to line manager, to enable them to ensure the following: Orders with outstanding goods receipts or payments are followed up and resolved (and therefore committed but unused budget is released back to funds) Provide Fund Holders with a detailed expenditure report by fund centre / Vendor upon request. Report on outstanding commitments remaining against the fund upon request. Purchasing Card PCard expense reports are signed by card holder line managers FM050 (missing document form) is not being abused by card holders Review of PCard S&T spend to avoid duplication of spend by PO. Allow Line Manager to have statistics available monthly Ensure timeous clearing of Purchase Orders Facilitate timeous payment of vendors Ensure no outstanding commitments remain against the fund PCard expense reports signed and filed Identify PCard fraudulent transactions promptly and prevent further fraudulent use of the card number 17 July 2014 Page 3 of 5 HR191

4 4 General 10% Any other tasks and duties that may be appropriate to this position which can included administration of stationery,supplies of purchasing office,archiving of files and audit requests Sufficient stock of supplies Old files archived Reduced audit queries 17 July 2014 Page 4 of 5 HR191

5 MINIMUM REQUIREMENTS Minimum qualifications Matric with Accounting or equivalent qualification e.g NQF 4 A minimum of 3 years experience in financial/purchasing administration. Minimum experience (type and years) Computer Literacy essential : - MS Word - Ms Excel - Power point - - Internet Explorer Financial Packages will be an advantage - SAP - ERP (Enterprise Resource Planning) COMPETENCIES Competence Level Competence Level Analytical thinking/problem solving 2 Planning and organizing/ work management 2 Building interpersonal relationships 2 Professional knowledge and skill 2 Client service and support 1 Quality commitment/ work standards 1 Communication 2 Stress tolerance 2 Continuous learning 1 Teamwork / collaboration 1 Decision making/ Judgement 1 University awareness 2 Initiating action/ initiative 1 AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Job Holder Line Manager HOD. 17 July 2014 Page 5 of 5 HR191