Clerical Assistant

Purpose

• Receive delivery notes, load materials, dispatch trucks, upload information/ documentation into ERP, and process sales orders.

Requirements

• 1-3 years’ experience in an administrative role
• Minimum of a 2-year Diploma in Administration

Skills & Competencies

• Product knowledge (ERP System, Hardware, Database)
• Administration knowledge.
• Planning and Organizing
• Meeting Deadlines
• Capturing Facts

Responsibilities

Documentation, reporting & record keeping:

• Complete goods receipt notes and carry out material verification.
• Generate sales orders.
• Generate picking lists, packing list, load plans, sales invoices and de-shroud notices.
• Obtain signoff on finished goods from the Pharmacist prior to distribution, for materials only required for scheduled items.
• Book the goods into the ERP System
• Send Stores receipt note and purchase orders to Finance and the Lab
• Assist in gathering the information required for reporting in department or area of technical expertise.
• Compile detailed and standardized reports and consolidate documents.
• Retrieve supporting documentation and records to facilitate and support query resolution.

Investigating:

• Prioritize issues and orders.
• Determine the cause of damaged goods.
• Escalate unknown causes to the superior
• Track down mislabelled products and correct the labelling thereof.

General office support/Administrative support:

• Coordinate project and office services.
• Perform advanced administrative, operational, customer support and computational tasks (such as, basic data analysis, report and document development, complex report preparation, content development, meeting planning and advanced research). 

Plan & process:

• Coordinate and provide input into work activities and priorities.
• Monitor adherence to schedules.
• Provide recommendations to management on improvement in processes.
• Provide guidance to and/ or assists others with work activities.
• Check own work.

Stakeholder relations:

• Communicate with internal stakeholders to achieve work objectives and to maintain relationships.
• Communicate with employees and management, to assist and convey information.

Additional Information

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Ref No

• CA2024

Remuneration

• Market Related