Department mission
To fairly and transparently manage all administrative processes and, in close cooperation with departments, to effectively and efficiently manage financial, human, and physical resources, with the aim of achieving the objectives set out in the strategic planning.
Responsibilities and goals associated with the position
Reporting to the Manager – Contract and Material Resources, the Material Resources Clerk must be capable of applying the entirety of the procurement and inventory/warehouse management policy, and must respond to and support various units, both internal (users) and external (suppliers and other).
The jobholder’s main responsibilities are as follows:
- Analyze purchase requisitions from applicants; process purchase requisitions with warehouses or external suppliers; submit price inquiries; issue internal and external purchase orders; and receive, inspect and inventory goods.
- Follow up on orders; prepare and transmit proof of payment for invoices.
- Prepare documents related to the tendering process: open files, publish notices in newspapers and in the Electronic Tendering System (SEAO); prepare report templates, return envelopes, addenda, etc.; verify all documents to be sent to bidders; and ensure follow up with requisitioning departments.
- Prepare some public calls for tender and written invitations to tender in accordance with applicable procurement policy and the regulations in effect; analyze bids received and make appropriate recommendations to decision-making authorities.
- Analyze needs and total expenditures during the current year to prepare price inquiries related to annual and open orders; ensure specifications, dates and general conditions are met; and issue these purchase orders by entering the associated clauses.
- Submit price inquiries and orders for resupply and warehouses; verify the receiving, handling, storage and transportation activities for materials received.
- Meet with representatives from various companies; request samples or demonstrations for requisitioning departments and negotiate certain contracts or agreements.
- Perform receiving, handling, storage and delivery activities for materials received or in inventory.
- Participate in regular warehouse inventory-taking activities.
- Perform any other related task.
