Purchasing Clerk

Job Purpose
The Purchasing Clerk forms, part of the Purchasing department within Valhmor Borg Import / Export Limited (VBIE). The Purchasing Clerk position is to liaise with the internal Sales department, stock control, local and foreign suppliers, and freight forwarders. Additionally, the position also entails continuous monitoring of stock levels with the scope and objective of not having any products in an ‘out of stock’ status.

Key Responsibilities and Duties

• Able to use confidently IT systems.


• Constant liaising and coordination with suppliers and local freight forwarders.


• Analyze the weekly sales report for re-ordering purposes by controlling what is left in stock in Main Store, Miracle Foods Shops and packing to create an order with the suppliers concerned.


• Setting up the order details by creating a purchase order from the IT system based on stock in hand, average sales, and lead time.


• Submission of purchase orders to the relevant suppliers and the coordination of loading and transit time.


• Advise the shipping freight company of the date when the order can be collected from the supplier.


• Continuous monitoring daily of shipments with suppliers and the local freight company.


• Calculate and enter the relevant costings in IT on each product when the freight company advises that goods are loaded.


• Authorizing consignment in IT once the shipment arrives and is thoroughly checked by warehousing and stock control.


• As the last step will send all the related documents of costing to Finance for payment.


• Ensures that all product labelling is in line with the local and EU regulations prior to order confirmation.


• Ensures safety procedures within the Stock Control unit are adhered to by maintaining cleanliness.


• Strict observance of company confidentiality and professionalism.


• Attends training programs as instructed by the company, during or outside office hours.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this taxonomy. They are not construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. This job description may be changed from time to time according to Company exigencies in which case, employees will be notified accordingly. In, addition, it is expected that employees carry out their duties efficiently and always promote good team spirit. Confidential Company information should always be handled with the utmost discretion.

Job Specification

• General good standard of education up to secondary level.


• A solid knowledge and experience in the food industry business.


• Strong command of Microsoft Office tools especially in Word and Excel.


• Experience in logistics and purchasing.


• Ability to maintain a healthy rapport with suppliers and to work under constant pressure with strict deadlines.


• Self-motivated, well-organized, good communication and interpersonal skills.


• Able to work on own initiative and meet deadlines.


• Ability to negotiate the best possible purchase for the company in price, payment terms and exclusivity.


• Applying a positive attitude of ‘can do’, ‘right the first time’, ‘speed’ and ‘passion’.

Valhmor Borg Import / Export Ltd - KMP-88677