Purchasing Coordinator

JOB PURPOSE

You’ll help us in sourcing suitable suppliers both locally and internationally; purchasing of a wide range of goods and services, including books, teaching resources, materials, equipment, and supplies for the school; handling all domestic and international travel arrangements, including booking flights, accommodations, and other related logistics.

You’ll co-operate with colleagues in the process and compliance of School’s procurement policies.

As a genuine team-player, you’ll work across our central, regional, and local Purchasing teams to improve purchasing management. Everything we do is connected to our vision to create a generation of resilient and creative global citizens who will change our world for the better.

KEY RESPONSIBILITIES

PURCHASING

• Procurement & Sourcing: Lead the process of sourcing suitable suppliers, both domestic and international. This includes obtaining and analyzing quotations, conducting price comparisons, and recommending suitable vendors.

• Order Management: Manage the end-to-end process for all school orders, including creating, executing, and processing payments. This covers a wide range of goods and services, such as books, online subscription, teaching resources, materials, equipment, and general supplies.

• Logistics & Travel: Handle all school travel arrangements including booking flights, accommodations, and other related logistics. You will also collaborate with taxi companies to manage our corporate accounts, which involves opening and closing accounts/cards as needed. Your responsibilities will include receiving and reconciling monthly usage statements, followed by creating purchase orders and processing payments to ensure timely and accurate billing.

• System & Records Management: Maintain a comprehensive and accurate database of all purchase orders and records.

• Project & Tender Support: Provide support to the Purchasing Manager and Business Director for tendering and procurement tasks related to renovation, refurbishment, and new projects.

• Collaboration: Work with the Heads of Campus and teachers to compile annual orders for teaching resources, equipment, books and online subscriptions. You will also collaborate with the Accounts Payable team regarding payments to vendors.

OTHER

• Liaise with Account payable regarding payment to vendors / staff’s salary deduction in some cases of air ticket booking.

• Save and prepare all reports related to inchared works for audit purpose when needed.

• Perform other duties assigned by Line manager/ Business Director/ Principal.

This role may take on the additional responsibilities of a Trip Coordinator when required.

• Bachelor’s Degree or equivalence.

• Good numeracy and budgeting skills.

• Planning and organisational skills.

• Good negotiation and communication skills.

• Have good English skills in writing and speaking.

• Strong proficiency with Microsoft Word and PowerPoint for producing reports and presentations.

• Good cross-cultural, interpersonal and communication skills to interact with diverse nationalities and cultures.

• Excellent analytical skills – with the passion and drive to demonstrate and quantify success.

• Results orientated with the ability to consistently map efforts against identified KPIs.

• Excellent time management skills and flexibility in dealing with multi-functional tasks.

• You’d like to work in a purpose-led sector.