Description

We are looking for a highly organised and detail‑driven Purchase Order Processor to assist with creating, tracking, and maintaining accurate records of Purchase Orders to ensure timely procurement. You will bridge the gap between internal departments (travels, finance) and external suppliers, ensuring that orders are authorised, accurate, delivered as scheduled, and that record integrity is maintained across Afari Travels and Tours.

This role is responsible for ensuring that Purchase Requests are treated as transactions in our Purchase Order Request Sheet. You will also be responsible for the Invoice Account Register reconciliation with the TravelOps team and ensure proper documentation of all purchases linked to an invoice

The role acts as the custodian of the Purchase Order System (POS), Invoice Account Register (IAR) and the Purchase Order Request Sheet (PORS), coordinating across Travel Operations & Finance.

Ultimately, this role strengthens compliance, verifying orders, coordinating, tracking deliveries, and maintaining accurate records.

Core Functions

  1. Purchase Order (PO) Creation and Processing

  2. Order Tracking and Expediting ‑ Purchase Order Request Sheet (PORS)

  3. Compliance Tracking & Recording ‑ of the IAR, PORS, CRM

Functions

  1. Purchase Order Creation & Processing

  1. Preparing, entering, and issuing purchase orders in CRM‑POS, ensuring all details (supplier code, quantities, pricing, item codes) are accurate.

  2. Generate Purchase Requests (PR) from the Purchase Order Request Sheet (PORS) and follow with necessary approvals.

  3. Send POs to suppliers and follow up on approvals.

  1. Order Tracking and Expediting

  1. Monitor open purchase orders, tracking deliveries, and expediting orders to prevent project delays.

  2. Investigating and resolving mismatches between purchase orders, vendor invoices, and receiving reports (three‑way matching).

  3. Convert PR to Purchase Orders and follow up with approval and payment.

  4. Reconcile payments from bank statements and other channels and update the Invoice Account Register.

  1. Compliance Tracking & Recording

  1. Ensure compliance with company SOPs for documentation, register management, and proper authorisation workflows.

  2. Maintaining organised records, logs, and files for all purchase‑related documentation to ensure audit readiness.

  3. Coordinate with the Executive Assistant on oversight, escalation tracking, and management review of record‑integrity issues.

Requirements

Deliverables

  1. Monthly Purchase Order Tracker showing all requests received, approvals, issued Purchase Orders, delivery status, and unresolved items.

  2. Updated Purchase Order Request Sheet with all transactions accurately recorded and status tagged.

  3. Monthly procurement compliance summary highlighting delayed approvals, register issues, record gaps, supplier concerns, and recommendations for improvement.

  4. Monthly Invoice Account Register reconciliation log for all procurement‑linked transactions handled with Travel Operations and Finance.

  5. Procurement documentation archive with all Purchase Requests, Purchase Orders, approvals, supplier communications, and invoice support properly filed and retrievable.

Requirements

  1. Education: HND or higher in Business Administration, Accounting, Finance, Procurement, Operations, or a related field.

  2. Experience: 1 to 3 years of experience in procurement support, purchase order processing, invoice administration, finance operations, records management, or administrative operations.

  3. Experience in travel, hospitality, tourism, or service‑based businesses is an advantage.

  4. Skills:

    1. Strong attention to detail and record accuracy.

    2. Ability to manage Purchase Orders, invoices, and supporting records with strong control discipline.

    3. Experience working with spreadsheets, trackers, registers, or CRM systems.

    4. Good reconciliation and record‑keeping ability.

    5. Strong follow‑up and coordination skills across internal teams and suppliers.

    6. Ability to identify inconsistencies and escalate issues professionally.

    7. Good written and verbal communication skills.

Monthly Milestone Bonus

The following targets are mandatory and consistent with our operational policies.

  1. Submit a complete monthly Purchase Order Tracker covering requests, approvals, issued Purchase Orders, delivery status, and outstanding items. a

  2. Maintain an updated Purchase Order Request Sheet and Invoice Account Register reconciliation log with no unresolved undocumented entries at month's end. b

  3. Resolve or properly escalate at least 20 procurement discrepancies, mismatches, delayed approvals, or outstanding supplier follow ups within the month.c

  4. Ensure all processed Purchase Orders for the month are fully supported with approvals, supplier communication, and linked documentation in the proper archive.d