Data Clerk 1 at Mini Group

Job Description

Key Duties/Responsibilities

Procurement Data & Order Processing

Receive purchase requests from departments and other requesters, reviewing specifications, quantities, and urgency.
Request quotations (RFQs) from suppliers based on the specifications provided.
Evaluate quotations for compliance with specifications, pricing, payment terms, and quality standards.
Select the best bids and seek approval from the Head of Department (HOD).
Prepare and issue purchase orders (POs) in line with company guidelines.

Supplier Coordination & Communication

Maintain accurate and up-to-date supplier, vendor, and pricing databases.
Communicate with suppliers regarding pricing, order status, packaging, and quantity changes.
Assist in preliminary evaluations and negotiations with suppliers.
Support supplier performance analysis and recommend areas for improvement.

Record Keeping & Reporting

Keep detailed records of all purchase orders, deliveries, and cancelled orders.
Track the status of procurement activities to ensure timely delivery and avoid shortages.
Coordinate with departments to balance stock on shared items and prevent panic purchases.
Maintain accurate procurement records for projects and departmental reporting.

Compliance & Process Improvement

Ensure procurement activities comply with company policies and relevant regulations.
Support the identification and implementation of process improvements to enhance efficiency and reduce costs.

General Support

Undertake other procurement-related clerical tasks and assignments as directed by the HOD.
Key Outputs/Deliverables/KPIs (including but not limited to)

Timely and accurate processing of purchase requests and orders.
Updated and well-maintained supplier/vendor records and procurement databases.
Effective and timely communication with suppliers and internal departments.
Accurate procurement reports submitted within agreed timelines.
Documented supplier performance evaluations.

Academic and Professional Qualifications & Experience Required

Bachelor’s degree in Supply Chain Management, Business Administration, Logistics, or related field.
Alternatively, a Diploma in Procurement with at least 3 years’ experience.
1–2 years’ experience in procurement, purchasing, or administrative roles.
Experience in purchase order creation and tracking, supplier communication, inventory management, and procurement software is an advantage.