Procurement Assistant/ Accounts Assistant

🧾 Procurement Assistant – Key Duties

1. Purchasing & Supplier Coordination

Source and compare suppliers for food, packaging, and equipment to ensure best prices and quality.

Prepare and send purchase orders (POs) based on approved requisitions.

Follow up on deliveries to ensure timely and accurate receipt of goods.

Maintain an updated supplier contact list and price catalogue.

Handle supplier inquiries and resolve order discrepancies.

2. Inventory & Stock Management

Track incoming stock, verify quantities and quality against delivery notes.

Work with storekeepers or kitchen teams to monitor stock usage and reorder levels.

Support monthly or weekly stock takes and variance reporting.

Maintain records of purchase orders, invoices, and delivery confirmations.

3. Cost Control & Documentation

Maintain procurement logs and filing systems for all purchases.

Work closely with Accounts to ensure supplier invoices match POs and delivery notes.

Support in preparing cost comparisons, supplier evaluations, and budget analyses.

Monitor wastage and over-purchasing patterns.

4. Compliance & Process

Ensure all procurement processes align with internal controls and approval limits.

Obtain necessary documentation (e.g., supplier registration, tax compliance).

Assist in developing and updating procurement policies and templates.

💰 Accounts Assistant – Key Duties

1. Financial Recordkeeping

Record daily sales, receipts, and payments in accounting software (e.g., QuickBooks).

Match supplier invoices to purchase orders and delivery notes for payment processing.

Prepare payment vouchers, petty cash reconciliations, and bank deposit slips.

File and maintain financial documents (invoices, receipts, ledgers).

2. Reconciliation & Reporting

Reconcile bank statements, supplier accounts, and daily sales summaries.

Support preparation of monthly management accounts and expense reports.

Track outstanding payments to suppliers and follow up on collections.

3. Budgeting & Analysis

Support budget tracking for food cost, labor, and operational expenses.

Prepare cost and variance analysis reports for review by management.

Help monitor expenditure against approved budgets.

4. Internal Controls & Support

Ensure accuracy and integrity of data entered into accounting systems.

Assist auditors during internal or external audits.

Work closely with procurement and operations teams to maintain financial discipline.