Procurement Supervisor

Position Objective: Procurement Supervisor is responsible for supervising the Procurement team of purchasing assistants across 3 Cognita Schools in Vietnam (ISHCMC primary, secondary and AAVN). The job of Procurement Supervisor was established for the purpose/s of planning, organizing and directing functions related to the acquisition and delivery of Schools equipment and supplies; to prepare, maintain and process financial and statistical records and reports related to Schools procurement functions; and to perform a variety of support services and coordination of Schools procurement functions.

Responsibilities

The Procurement Supervisor is responsible for managing the School’s procurement tasks of Procurement team, but is not limited to, the following duties:

A. Supervise the procurement team to ensure the effective operation of Procurement:

• Supervise the procurement department to conduct inquiries, interviews vendors and analyzes price and market trends, and negotiates purchase agreements and terms with vendors for the purpose of purchasing goods at the most competitive prices and follow Cognita Vietnam policies and requirements.

• Monitor procurement functions (e.g. purchase orders, contracts, bids and budgetary expenditures; deliveries, etc.) for the purpose of ensuring compliance with established purchasing procedures.

• Coordinate a variety of activities (e.g. Quotation process, delivery of items, maintenance contracts, repair requests on schools’ equipment, sale of surplus and obsolete equipment and supplies, year-end closing, etc.) for the purpose of ensuring compliance with established regulations and maximizing the Schools’ resources.

• Supervise and evaluate other Procurement personnel for the purpose of ensuring an efficient procurement team.

• Update, maintain records, files and report on purchasing functions inclusive of the fixed assets register.

• Assist in reconciliation of procurement payments and budget reports and forecast.

B. Planning, organizing and directing tasks:

• Analyze a variety of processes (e.g. bids, feasibility studies, etc.) for the purpose of developing recommendations regarding the awarding of contracts, warehouse stock levels (uniforms, stationaries)

• Coordinate the development of catalogues specifications by conferring with staff and administration regarding product needs for the purpose of satisfying Schools supply, furniture and equipment needs.

• Develop and implement long and short-term plans and activities for the purpose of maintaining an efficient and effective procurement department.

• Maintain records (e.g. purchase orders request, vendor files, procurement catalogs, etc.) for the purpose of providing required documentation and audit trail for compliance.

• Participate in meetings, workshops and seminars for the purpose of conveying and/or gathering information required to perform functions.

Position Requirements

• Effectively manage supplier relationships and ensuring compliance with all contractual commitments contained within the agreed supply contracts.

• Maintain and active involvement in developing Procurement initiatives and contribute towards the School’s Procurement objectives “efficient, timely and cost effective” (Main KPI).

• Proficient in English, MS Office, MS Excel

• Adapting to changing work priorities; being attentive to detail; communicating with diverse groups; meeting deadlines and schedules; setting priorities; working with constant interruptions; working with detailed information/data; establishing and maintaining effective working relationships and working as part of a team

Education

• Bachelor Degree / Business, Economics or International Trade Management.

• Excellent English and advanced MS Office.

Experience

• Practical Procurement experience (preferably 3 years’ experience in educational industry)

• Good interpersonal and communication skills, wide range of general and cultural knowledge