Data Clerk 1 at Mini Group

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.