Procurement Assistant

Skills

Roles and Responsibilities:

Purchase Order Processing and Supplier Communication

• Generate purchase orders based on requisitions and approved purchase requests.
• Coordinate with various school departments to gather necessary information for purchase orders.
• Verify accuracy of order details, including quantities, specifications, and pricing.
• Obtain and compare price quotations and negotiate terms.
• Track and monitor delivery schedules.
• Liaise with suppliers to confirm order details and delivery schedules.
• Address inquiries and resolve discrepancies with suppliers.

Requisition

• Receive requisitions from different school departments.
• Review requisitions for accuracy, completeness, and adherence to procurement policies.
• Communicate with department representatives to clarify details or gather additional information.
• Ensure that requisitions align with the school budget and procurement guidelines.

Budget Monitoring:

• Assist in monitoring and controlling procurement expenditures.
• Work closely with the Finance team to ensure budget compliance

Collaboration

• Work closely with the Stores team.
• Coordinate and communicate effectively to align procurement activities with store requirements.

Suppliers & vendors 

• Identify and evaluate potential suppliers, negotiate contracts, and establish relationships with vendors & suppliers .
• Negotiate pricing, terms, and conditions to achieve cost savings and favorable contract terms.
• Facilitate the collection of official documents from suppliers in accordance with legal and ethical standards.
• Collaborate with suppliers to ensure the submission of required documentation, such as business licenses, certificates, and tax-related documents.
• Implement a periodic review process to ensure that supplier documents remain current and compliant with school and regulatory standards.
• Promptly address any discrepancies or missing documentation through effective communication with suppliers.
• Monitor vendor and supplier performance and compliance with contractual agreements.
• Responds to emails, phone calls  from vendors and suppliers in a timely manner.

Contract Management

• Assist in draft, review, and negotiate contracts with suppliers and vendors.

Reporting 

• Prepare a weekly/daily report of all pending PO’s and /or specific items which are not delivered, and clarify the reasons for any delay.
• Generate and analyze reports on procurement metrics, such as cost savings, supplier performance, and procurement cycle times.

Documentation and Record Keeping

• Maintain organised records of all requisitions, purchase orders, and related documentation.
• Ensure that documentation is easily accessible for audits or reference.

Confidentiality 

• Develop and negotiate confidentiality agreements with vendors.
• Handle and process confidential procurement documents, such as contracts, bids, and vendor information, with the utmost discretion.
• Implement secure storage and retrieval procedures for sensitive procurement documentation.

General 

• Scan and archive all documents  issued or received by the Procurement Department.
• Perform other duties as may be assigned by the line manager.
• Uphold the highest standards of ethics and integrity in all procurement activities.

Performance Metrics:

• Timeliness and accuracy of purchase order processing.
• Cost savings achieved through effective negotiation.
• Compliance with procurement policies and regulations.
• Positive feedback from Staff and suppliers.

Working Conditions:

• The role may require travel to meet with suppliers and vendors . 
• May involve occasional overtime during peak procurement periods.