Job Description

• Coordinates and arranges all approved, official, local and out of country (foreign) purchases such as office supplies, equipment, machinery, food, or any other supply needed by the organization.

• Keeps records on every purchase order and their status in existing appropriate systems (SAP, Excel, internal database etc), thus enabling them to provide immediate information on any and all purchase orders and deliveries.

• Carries out any and all correspondence and information exchange (with orders and vendors) related to the purchase orders.

• Negotiate contract terms of agreement and pricing

• After receipt, processes and sends purchase orders immediately to vendors.

• Receives and checks all deliveries of orders against the purchase orders and specifications as well as an overall quality check is conducted-. Distributes delivered items in a timely manner (e.g. orders must be received by the orders with 5 days after delivery)

• Checks and endorses the invoices and forwards those – with the supporting purchasing and booking information - to the Business Office for processing and payment.

• Enter order details into the internal database, prepare reports on purchases(including cost analysis) and provide information on a monthly basis on the outstanding orders..

• Uses the accounting system of the School and other software if needed to support the bookkeeping. 10. Reviews purchase procedures and internal purchase system and makes suggestions to continuously improve its effectiveness.

• Analyze data to determine which vendors offer the best value for products and services, identify potential suppliers who could provide goods or services at a better cost.

• For owned areas monitor stock levels and place orders as needed.

• If and when necessary assists the Finance and Operations Director to conduct tenders and request quotations in-line with the school’s procurement regulations.

• Provides other services as requested by the Finance and Operations Director.

• Establish sound relationships with suppliers, ensure lead times are met and expedite outstanding orders.

• Ensure that all purchases comply with internal procedures and laws regarding bidding, contracting, and procurement procedures.

• Maintain the organization’s contract tracking file.