A Purchaser/Admin Secretary is responsible for maintaining accurate financial records, sourcing and purchasing goods and services for an organization. The role involves managing financial transactions, ensuring compliance with financial regulations, helping the organization track its financial health, identifying suppliers, negotiating contracts, and ensuring timely delivery of quality products within budget.

Key Responsibilities:

• Record Financial Transactions: Track day-to-day financial transactions such as purchases, sales, receipts, and payments.
• Maintain General Ledger: Ensure all financial transactions are recorded in the general ledger and adjust accounts as necessary.
• Reconcile Bank Statements: Regularly compare company records with bank statements to ensure accuracy and identify discrepancies.
• Accounts Payable & Receivable: Process invoices, ensure timely payment of bills, and follow up on outstanding receivables.
• Prepare Financial Reports: Generate periodic reports like profit and loss statements, balance sheets, and cash flow statements.
• Payroll: Calculate and process employee wages, deductions, and benefits, and ensure timely payment.
• Tax Preparation: Assist with preparing taxes, including sales tax, income tax, and other government-required filings.
• Compliance: Stay updated on financial regulations and ensure all practices are compliant with local laws.
• Inventory Management: Monitor inventory levels and reconcile the physical stock with financial records.
• Identify Needs: Collaborate with departments to understand their product/service requirements and ensure timely procurement.
• Supplier Sourcing: Research and identify reliable suppliers, evaluate their performance, and maintain relationships.
• Negotiate Contracts: Negotiate pricing, terms, and conditions with suppliers to ensure favorable deals.
• Place Orders: Prepare and process purchase orders, ensuring all details are accurate and complete.
• Track Orders: Monitor orders to ensure timely delivery, resolve issues with suppliers, and ensure inventory levels are maintained.
• Budget Management: Ensure that all purchases are within budget constraints and provide cost-effective solutions.
• Inventory Management: Work with inventory management teams to ensure stock levels are maintained at optimal levels.
• Quality Control: Ensure purchased goods and services meet company standards and specifications.
• Report & Record Keeping: Maintain accurate records of purchases, supplier agreements, and costs, and provide regular reports to management.
• Compliance: Ensure all procurement activities comply with internal policies and legal regulations.

• Strong negotiation skills.
• Graduate of Accounting, Financial Management or any related course
• Knowledge of supply chain management and procurement processes.
• Proficiency in purchasing and inventory software.
• Analytical thinking and problem-solving skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in accounting software (e.g., QuickBooks, Xero).
• Strong knowledge of accounting principles.
• Attention to detail and strong organizational skills.
• Ability to work independently and meet deadlines.
• Good communication skills, both written and verbal.