Procurement Officer (m/f)

Description

• The Procurement Officer is primarily responsible for the management of the daily procurement processes for the whole school, from the request to the delivery of goods, works and services
• Under the supervision of the Finance Director, he/she will coordinate with multiple departments to ensure smooth and timely delivery, and is expected to procure high-quality and cost-efficient supplies, liaise with vendors, establish strong working relationships, compare materials prices and attendant services to pursue the most appropriate course in line with school objectives
• Supervised, Evaluated By & Reports to: Reports directly to the Finance Director who provides general guidance and reviews work
• Supervision Exercised: No supervision to be exercised

Duties

• Work with internal stakeholders (teachers or operations staff) to determine procurement needs, quality, and delivery requirements
• Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and costing
• Set and plan how to achieve supplier accreditation and service level management
• Maintain an updated list of suppliers and their qualifications, delivery times, and potential future development
• Create and maintain good relationships with suppliers, negotiate payment terms and renegotiate prices on a regular basis
• Receive orders from various departments, including overseas orders, and keep track of them
• Develop plans for purchasing equipment, services, and supplies
• Review and analyze suppliers’ options, negotiate the best deal for pricing and supply contracts, ensuring high quality and timeous delivery
• Make professional decisions in a fast-paced environment
• Perform administrative and reporting tasks as necessary, including maintain contracts with vendors, reconcile/solve discrepancies with vendors, maintain regular records of purchases, pricing, and other important data
• Create and maintain an appropriate service level agreement to properly monitor and evaluate the performance of suppliers, and report on this on a regular basis
• Review and revise, or concurs in, supplier-submitted bills/invoices
• Assist in the yearly budget preparation by providing the planning and procurement history of previous years and any recommendation to be included in the next one
• Establish and maintain procurement files and assure that all files are complete, to include Receiving Reports, invoices and payment vouchers
• Perform other duties as assigned by the Finance Director

Requisites

• A minimum of 2 years of work experience in purchasing and procurement
• Bachelor’s degree or equivalent in Accounting, Finance or Business Management
• Knowledge of purchasing and procurement processes, policy, and systems
• Proficient computer skills in Microsoft Word and Excel is required; knowledge of SAGE ERP is a plus
• Excellent English and Portuguese verbal and written communication skills
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Ability to multitask, prioritize, and manage time efficiently
• Sociable, team player, pleasant personality
• High level of integrity, commitment, and professional responsibility

Notes

• Only shortlisted applicants will be contacted
• AISM Believes:
• That each employee makes a significant contribution to our success
• That contributions should not be limited by the assigned responsibilities
• Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the employee nor AISM to only the work identified. It is the expectation of the school that each employee will offer his/her services wherever and whenever necessary to ensure the success of our organization