Procurement Manager Job Responsibilities
- Be responsible for the set-up, operation, administration and development of the School's procurement activities such as requisitions, inventory management, purchasing, receiving and control to meet the needs of the School operations;
- Continuously assess and improve procurement processes and procedures to ensure that brand quality standards are maintained at all times and to deliver maximum value for money;
- Keep hours necessary to fulfill the smooth and efficient running of the Procurement process as directed by the Headteacher;
- Operate the School's Procurement function according to the agreed policy:
a) Ensure all purchasing is authorised in advance;
b) Raise and control Purchase Orders from Purchase Requisition onwards;
c) Research and qualify suitable suppliers for all procurement items and establish a list of preferred suppliers for regular purchases;
d) Obtain competitive quotes for high value or specialist purchases and evaluate quotes for supplier selection;
e) Negotiate best price and payment terms for the quality required;
f) Ensure purchasing is in accordance with the required specification and quality;
g) Liaise with Department Heads regarding requirements and specification and consolidate requests where appropriate;
- Set-up, manage and control the overseas resource order cycle with an appropriate consolidator/agent to ensure:
a) Shipping arrangements are made;
b) Quotes are approved before ordering;
c) Customs documentation is raised;
d) Delivery timetables are met;
e) Delivery of shipments at the School is properly co. ordinated and received.
- Check all deliveries are in accordance with the order description, quality, specification and Purchase Order.
- Follow up on outstanding orders and meet timelines for delivery.
- Assist in the sourcing and development of School products such as uniforms, marketing brochures etc.
- Support the logistics and arrangements of major School events such as prize day, sports day etc.
- In coordination with the Headteacher, negotiate and establish service-level agreements with vendors and service providers to guarantee standards and prevent interruption or disruption to School operations.
- Establish a system of vendor accreditation and selection and conduct periodic updates to assess the quality, reliability and competitiveness of prices, volume discounts and payment terms.
- Set up and maintain appropriate policies, procedures, systems and controls for Procurement and ensure complete, accurate and up-to-date purchasing records and documentation are maintained.
- Set up and regularly review the purchasing policy and guidelines for the School in coordination with the Headteacher to ensure continuous improvement.
- Set up and maintain an effective and efficient purchasing system and update or implement new purchasing software as necessary.
- Ensure compliance with the School's accounting and audit procedures and policies in the area of Procurement. Ensure true, complete and accurate procurement records are kept and updated online.
- In coordination with all Department Heads, maintain an optimum level of inventory of all supplies and anticipate regular requirements to ensure continuity of supply/service with minimal wastage.
- Establish, conduct and maintain annual inventory checks of all School assets.
- Update the School's department expenditure control records and provide monthly/YID budget vs actual analysis to Department Heads and the Headteacher.
- Co-ordinate with the Finance Department to monitor the accuracy and punctuality of payments against Purchase Order/Supplier agreements.
- Assist the Finance department in conducting an asset inventory in accordance with the established procedures when new fixed assets are acquired.
- Provide weekly reports on purchasing activity to the Headteacher and monthly reports to the Senior Leadership Team and Management Board as required.
- Appointment and management, in consultation with the Headteacher of procurement staff as required.
- Supervise the Procurement team on a day-to-day basis to ensure that all work is properly prioritised and controlled.
- Motivate and effectively manage all direct reports, including ensuring effective performance management and career development and fostering teamwork between departments.
- Be responsible for excellent communication in the following areas:
a) Attendance at regular Department meetings and other meetings as required,
b) Work closely with the Academic and Administration Departments to anticipate and plan their procurement requirements and advise and resolve any issues arising.
Qualifications & Experience
Education & Experience:
• Bachelor’s degree or higher in Business Administration, Supply Chain Management, Finance, or a related field.
• Minimum of 8 years of proven experience in a procurement role. Experience within the education sector, an international school, or a multicultural environment is highly preferred.
• Experience procuring for large facility projects, IT equipment, or catering services is a strong advantage.
Skills & Competencies:
• Excellent negotiation skills and cost analysis capabilities.
• Outstanding verbal and written communication skills in English (Mandatory). Proficiency in [e.g., Mandarin] is a plus.
• Proficiency with procurement software/systems (e.g., SAP, Oracle, Coupa) and the Microsoft Office suite (particularly advanced Excel).
• Strong analytical and problem-solving skills with a keen attention to detail.
• High level of integrity and professional ethics, with the ability to handle confidential information.
• Exceptional organizational and multi-tasking skills, with the ability to meet deadlines in a fast-paced environment.
• A team player who can also work independently with minimal supervision.
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