Procurement And Finance Assistant - Kapiti Plains Estate Limited

Key Responsibilities

Procurement:

• Ensure customer satisfaction through timely delivery of goods and purchase order status reports
• Utilise, disburse, maintain records and account for the KAPITI Procurement Petty Cash Float
• Support budget reporting by Transferring Purchase Order Transactions to the commitment Ledger for Finance, Budgets/Grants team
• Handle requisitions for the relevant category, Supplier sourcing for the requested items as per Purchase Requisition Terms of References (TOR)
• Supplier Evaluation, Bid analysis and supplier justifications for ToC (Total Cost of Ownership)
• Manage the procurement petty-cash float; disbursing as required, record keeping and preparing reports, accounting to and reimbursement by Finance
• Prepare Purchase Order Status report using Vision and sending order status reports to users as required
• Participate in Tender Evaluation Committee for high value Capex purchases and supplier prequalification - involved in taking progress minutes, technical analysis, site visits and process summery reporting for the relevant category as assigned by the contracts officer
• Sun system Purchase order processing for authorisation
• Purchase order dispatch to supplier and delivery follow-up and status update
• Update commitments ledger and correcting PO system error for Budget and Grants Commitment Reporting
• Collect urgent prepaid and cash items from the various sources and delivery to KAPITI.
• Support management of relevant category of suppliers /contractors and update the Finance Vendor Management Data base for - New, Active, Dormant and Closed accounts.
• Local Supplier Relationship management for the relevant Category through constant communication, documentation trail, payment and VAT follow-up with Finance and update.
• Support other units in; procurement planning i.e. budgeting items for regular supplies & services i.e. workshops, training by providing market prices and product information as required and participate in mid & end -Year Stock-takes for the Main Stores
• Perform any other related duties as may be required

Finance:

The main purpose of the job is to provide financial and administrative support:

• Assist in compiling financial and reconciliation reports
• Prepare and process payments as per the approved budgets
• Maintain all accounting records, fixed asset registers and relevant databases
• Manage petty cash float and ensure correct documentation of all transactions
• Maintain all accounting records, fixed asset registers and relevant databases
• Facilitate annual internal audit requirements
• Facilitate the procurement of goods and services
• Provide general administrative support such as handling calls, visitors, incoming/outgoing correspondence, logistics
• Maintain filing systems
• Perform any other related duties as may be required

Requirements

• Bachelors degree or Diploma in relevant field
• One year relevant experience with degree or three years relevant experience with diploma
• Computer skills, including sound knowledge of Microsoft Office