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Administrative Clerk PE & CPT

Department Finance Site Port Elizabeth & Cape Town
Contract Permanent Hours Monday – Friday, 08:00 – 17:00
Reports to Procurement Director, Administrative Supervisor


Minimum Qualification and Experience

  • Matric
  • Related tertiary qualification advantageous
  • Proficient in the use of the Microsoft Office Suite
  • Relevant experience advantageous
  • Syspro experience advantageous
  • Understanding of costing and basic logistical procedures required

Soft Skills

  • Positive attitude
  • Good communication and organisational skills
  • Ability to work independently while being a team player
  • Ability to work under pressure
  • Ability to meet set deadlines
  • Accuracy and efficiency
  • Problem solving abilities
  • Professional Conduct
  • Capable of working in a fast-paced work environment
  • Time management and organizational skills
  • Multitasking
  • Proactive
  • Energetic and enthusiastic

Main Duties/Key Results Areas

  • Formulating and sending out Forexes based on forward deals confirmed between buyer and supplier.
  • Validating Forex and issuing purchase order requests for sign off (based on duty and freight applicable to all products)
  • Amending and cancelling Forexes.
  • Send new supplier information sheets to AP for opening accounts.
  • Generating international purchase orders
  • Amending and cancelling purchase orders
  • Updates regarding supplier information e.g., changes in payment terms.
  • Validate supplier confirmation / Proforma Invoice with purchase order.
  • Ensure that management authorizes, and signs purchase order requisition forms, when required.
  • Upload documents and update reference numbers on the Dashboard.
  • Liaise with suppliers and assist various departments with the same.
  • Check the daily delivery report, ensure that necessary requests to cold store(s) are sent relating to NRCS.
  • Working closely with buyers daily.
  • Updating of daily DB report before COB
  • Working with Mail Chimp – refers to posting in-store and forward offers.
  • Forward unsold – with or without costings report
  • Compiling of GEO Price List
  • Hunting lines
  • Damaged and expired stock report
  • Compiling and sending out import statistics / weekly reports when required.
  • Working on Syspro, Outlook, Expedite and Excel and ensuring relevant emails are actioned.
  • Creating product codes on SYSPRO
  • Adding of new brands, stock codes, POD’s, incoterms etc. to Expedite
  • LCT report
  • Researching lists such as suppliers / plants for specific products when requested.
  • Updating of cold stores on the system when the delivery report is received.
  • Ensuring that no blanks or TBA is on Expedite.
  • Notifying sales admin / processing of unsold or sold loads with all relevant information.
  • All and any other related tasks and duties as requested by the Employer.

Please note that only candidates who meet the above criteria will be considered for shortlisting.

To apply for this vacancy, please email

If you are appointed to the post, as part of your pre-employment check we will be required to verify your identity. The document/s you present for this purpose will be checked for their authenticity. Please note that all candidates must subject themselves to criminal, credit and qualification checks.

As part of you pre-employment checks, we will also be required to obtain satisfactory, written references. Please ensure that the referee details which you provide on your application form are correct. We require at least one written reference from your current or most recent line manager. We are only able to accept references from a professional work email address.


  • To undertake any other duties as requested by the Director, commensurate with the skills and experience of the post holder.
  • To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations.
  • To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
  • To comply with Hume International Policies.
  • To undertake such duties as may be required from time to time as are consistent with the responsibilities of the position and the needs of the service.
  • This job description is not an exhaustive document but is a reflection of the current position. Details and emphasis may change in line with service needs after consultation with the post holder.