Job
Title: Procurement Coordinator
Supervisor’s
Title: Finance
Manager/Operations Director
Business
/ Group / Division / Department: Rosslyn Academy Business Office &
Operations Department
Job Purpose:
A
financial and operations position responsible to assist Rosslyn Academy by
searching for the highest quality merchandise at the lowest possible cost, as
well as managing inventory processes in relation to financial reporting.
Scope:
This
is a full time position with job duties including evaluating suppliers based on
cost, quality, service, availability, reliability, and selection
variety.
This
position also assists the Business Office in the implementation and execution
of procedures necessary to maintain and develop accounting data and internal
controls in the Purchasing Department.
Essential Job Responsibilities:
Essential Job Responsibilities:
This
position is responsible for:
Purchasing
Department Operations:
- Ensure competent
quality execution of all regular purchasing and administrative duties.
- In conjunction
with the Business Office, maintain complete updated purchasing
records/data and pricing in the system.
- Prepare reports
and summarize data including sales report and book value.
- Schedule store
visits and conduct competitor survey.
- Coordinate with
school departments and vendor suppliers in the purchasing scope for
projects assigned.
- Handling and
monitoring of claims to factories and vendors for defectives, shortages or
missing parts.
- Support relevant
departments with quotations for the purpose of tenders.
- Coordinate with
suppliers to ensure on-time delivery.
- Responsible for
the preparation and processing of local purchase orders and documents in
accordance with institution policies and procedures.
- Monitor and
coordinate deliveries of items between suppliers to ensure that all items
are delivered to site/store on time.
- Source, select
and negotiate for the best purchase package in terms of quality, price,
terms, deliveries and services with suppliers.
- Purchase and
issue order in accordance to specification.
- Plan and manage
inventory levels of materials or products.
- Supervise period
end inventory process to ensure accurate count and proper transaction
cutoff.
- Responsible for
training and cross training of Stores Assistant to ensure uninterrupted
performance of routine tasks.
- Assist with the
container unload process.
- Supervising,
managing, and assisting stores staff, scheduling vacations and preparing
performance evaluations.
Secondary
Responsibilities:
- Performs other
duties and prepares special reports as requested.
Safety
Responsibilities: Support and provide leadership for Rosslyn Academy’s
accident prevention program by ensuring employees follow departmental safe work
practices.
Competencies for Achieving Essential Job Responsibilities
Competencies for Achieving Essential Job Responsibilities
- Business Acumen
- Financial Acumen
- Technology
- Innovation/Creativity
- Analytical
Thinking
- Implement Units
Work
- Develop Self
& Others
- Interpersonal
Skills
- Team Player
- Act with
Integrity
- Self Management
- Foster Open
Communication
- Share
Information & Ideas
- Manage
Performance
Qualifications:
Education:
- Two year degree
with emphasis in Purchasing and Supplies, or Business related program,
preferred.
Experience
In:
- Stores/Schools
or related enterprise. Two years of both, purchasing/stores
management and supervisory experience preferred.
- Knowledge of
supply chain management.
- Background of
accounting/purchasing business systems.
Knowledge
- Ability to
create, compose and edit written materials.
- Knowledge and
appreciation of business concepts and requirements as applied to an
educational enterprise.
- Skill in the use
of computerized spreadsheet and word processing software.
- Strong
analytical, decision-making and problem solving skills and abilities.
- Ability to
establish and maintain effective working relationships with managers and
employees.
- Ability to
organize and maintain own workflow and meet deadlines.
- Strong written
and verbal communication, negotiation and interpersonal skills.
- Ability to
understand and follow verbal and written instructions.
Technical
Skills
- Must be able to
operate standard office equipment including but not limited to computer
terminal, computer printer, copy machine, fax, multi line telephone, and
calculator.
- Individual must
have computer skills and a working knowledge of the Internet
- Advanced level
with business-oriented software, i.e. Microsoft Office.
- Familiarity with
report writing software.
- Familiarity with
business computer systems or similar: Quickbooks
Culture
and Motivational Fit
- Must be flexible
regarding work hours; evening/night hours, weekend/holiday hours may be
required.
- Ability to
handle multiple tasks at one time.
- Positive can-do
approach to daily tasks and projects.
- Assure safety by
complying with regulatory training and abiding by safety policies and
procedures. Participates and successfully completes training programs provided
by Rosslyn Academy or as recommended.
- People in this
culture work in an environment with frequent interruptions.
- The culture
embraces change. Motivation towards change and rapidly developing
business environments.
- A self-starter
is important for a person in this position.
- Ability to work
harmoniously and effectively as part of a work team.
Physical
Requirements:
- Ability to
operate needed equipment.
- Comfortable
working in busy, high noise level environment.
- Should be able
to work in high traffic areas, sit or stand at a terminal or work station
most of the day, with frequent interruptions.
- Must be able to
handle work related stress associated with busy school environment.
Complexity: This position
requires some business analysis and interpretation.
Independent
Thinking:
This position will be accountable for providing leadership and independent
initiatives in facilitating purchasing and inventory information gathering,
structured documentation and presentation of findings to the Business Office
and Operations department.
Interested applicants should send their applications and CVs to hr@rosslynacademy.com
Interested applicants should send their applications and CVs to hr@rosslynacademy.com
