Free Sample Sales Officer Job Description
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Sample Sales Officer Job Description


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Sales Officer

POSITION:

Sales Officer

INCUMBENT(S):

Evelyn Doe

DIVISION:

Pharmaceutical Main Store (PMS)

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures: 

                                                                             

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

The Sales Officer ensures that all Company ABC customers receive appropriate guidance when making purchases.  In order to carry out these responsibilities, the Sales Officer must provide all customers with all the information required to make purchases.  In addition, the Sales Office helps customers comply with Company ABC order processing procedures.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

The Sales Officer reports to the Head of PMS and receives verbal and written direction and instructions.  The Sales Officer also receives written and verbal direction from the Assistant Store Manager and the Senior Sales Officer.

The Sales Officer provides direction and guidance to the following positions:

  • Store Assistants (9): Helps the Store Assistants locate ordered item(s), understand item descriptions, and notifies the Store Assistants of the deadlines for priority orders.
  • Dispatch Officer (2): Helps the Dispatch Officer correctly identify ordered items and trains the Dispatch officers on how some items are used.

There are other positions throughout Company ABC that provide direction or guidance to the Sales Officer:

  • Head of Finance and Accounts: Tells the Sales Officer if a customer is eligible for credit and provides the Sales Officer with the credit balances of existing customers.
  • Accounts Assistants: Tells the Sales Officer if a customer is eligible for credit and provides the Sales Officer with the credit balances of existing customers
  • Administrator/IT Officer: Shows the Sales Officer how to use computer software and the assets of Company ABC.
  • Head of Procurement: Shows the Sales Officer how to deal with large orders that Company ABC cannot fill immediately and when new supplies are to be delivered to Company ABC stores.
  • Drug Information Pharmacist: Provides the Sales Officer with updates on medicines and their use.
  • Receiving Officer: Tells the Sales Officer how soon an item will be ready for sale.
  • Deputy General Manager: Provides guidance on matters related to staff leaves, salary advance, training and insurance.

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This work of this position originates from PMS.  Completed work is sent to the Head of PMS, the Assistant Store Manager and the Senior Sales Officer and is reviewed and approved by the Head of PMS, the Assistant Store Manager and the Senior Sales Officer.

This position has the following procedures or manuals made available to the incumbent:

  • Procedures:
    • Order Processing Procedures
  • Manuals:
    • Price Catalogue Manuals
    • Drug Information Manuals
    • Machinery User Manuals

Challenges:

This position encounters no frequent problems.

The most difficult problems this position encounters include:

  • Dealing with difficult customers e.g. customers who do not want to comply with the National Drug Authority (NDA) regulations
  • Language barrier e.g. explaining to customers in Swahili or French

This position has access to a supervisor in order to resolve the following problem(s):

  • Customers who do not want to comply to the NDA regulations and insist that they want to make an order
  • Customers who insist that they want to buy Medicines and medical supplies for export without an export license or in contravention with the NDA regulations
  • Sales orders that exceed shs 5 million

This position has access to other employees in order to resolve the following problem(s):

  • Head of Procurement - Sales orders that are too large to be met by Company ABC stocks as well as orders that are outside Company ABC stock range
  • Administrator/IT Officer - Requisition of stationary and computer software support
  • Head of Finance and Accounts - Sales orders that are above the customer agreed credit limit
  • Assistant Accountant – Sales orders that are above the customer agreed credit limit
  • Sales Technician - Sales orders that include equipment
  • Receptionist - Requisition for stationary, telephone and fax use

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

  • Head of Finance and Accounts, Accounts Assistants: to obtain guidance on whether a customer is eligible to credit and credit balance of existing customers, on a daily basis
  • Administrative Officer: to obtain guidance on how to use computer software and the assets of Company ABC, on a weekly basis
  • Head of Procurement: to obtain guidance on how to deal with a large order that Company ABC cannot meet immediately and when new supplies are to be delivered to Company ABC stores, three times per week
  • Drug Information Pharmacist: to obtain guidance in relation to information on update of medicines and their use, twice per month
  • Deputy General Manager: to obtain guidance on matters related to staff leaves, salary advance, training and insurance, on a monthly basis
  • IT Officer: to obtain guidance on how to use computer software, on a weekly basis
  • Privately owned hospitals: to sell medical supplies and medicines worth between shs 1,000,000 – shs 5,000,000, on a daily basis
  • Pharmacists: to sell medical supplies and medicines worth between shs 1,000,000 – shs 5,000,000, on a daily basis
  • Medical Superintendents: to sell medical supplies and medicines worth between shs 1,000,000 – shs 5,000,000, on a daily basis
  • Store Managers: to sell medical supplies and medicines worth between shs 1,000,000 – shs 5,000,000, on a daily basis
  • Retail and wholesale pharmacies, pharmacists: to sell of medical supplies and medicines worth between shs 30,000 – shs 20,000,000, on a daily basis
  • NGOs, purchasing officer and logistics officer: to sell of medical supplies and medicines worth between shs 1,000,000 – shs 100,000,000, on a monthly basis
  • UN bodies (e.g. WHO), purchasing officer and logistics officer: to sell of medical supplies and medicines worth between shs 1,000,000 – shs 100,000,000, every three months
  • Ministry of Health: to discuss sale of medical supplies and medicines
  • Hospitals: to discuss sale of medical supplies and medicines
  • Government schools and institutions: to discuss sale of medical supplies and medicines

SPECIFIC RESPONSIBILITIES:

  • Ensures all customers correctly complete order forms prior to making a purchase:
    • Helps walk-in customers complete order forms
    • Electronically completes order forms on behalf of customers who have ordered by phone
    • Reviews and validates all order forms (including sent by fax)
  • Ensures all customers are issued the necessary sales documents (i.e. quotations, pro-forma invoice and picking list):
    • Promptly translates and enters the order form information into the computer
  • Ensures the timely processing of the customer orders:
    • Works closely with the Store Assistants and occasionally the Assistant Store Manager to ensure that the customer order deadlines are met
  • Provides customers with the necessary information to make the correct purchase/order:
    • Informs customers about the product range, prices, product use, payment terms and credit limit information
    • Directs customers to other offices for help that cannot be provided

WORKING CONDITIONS:

The position exposes the incumbent to constant noise and fuel fumes from loading trucks.  The exposure is severe and constant as over 20 trucks are off-loaded or loaded each day.

Mental stress can be brought about by:

  • Lack of control over work and exposure to verbal abuse
  • Talking with customers and staff over the telephone and in person because staff and customers constantly interrupt workflow throughout an 8.5-hour work day
  • Long periods of viewing the computer screen while entering orders
  • Calculating accurate figures requires long periods of concentration (can involve 30 orders per day)
  • The requirement to meet tight deadlines up to four times in a week

QUALIFICATIONS:

Internal promotion scale


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