Procurement Officer

Responsibilities

Procurement:

• Work with the Facility Management team (JLL) to identify the need for the small repairs and callouts.  Provide at least 3 quotations for comparison with more than HK$5,000 repair or replacement and make recommendations to management.
• Keep track of all the purchases made by JLL and their warranty period to ensure no purchase raised by JLL is made with warranty coverage.
• Reconcile all invoices from JLL with proper approvals before passing it to Finance department for payment.
• Lead the digitalisation of procurement process and participate in the UAT.
• Work with internal stakeholders (teachers or operations staff) to determine procurement needs, quality and delivery requirements. Work closely with school teachers and operation teams to understand their needs and preferences for consumables and furniture as well as purchase for school events such as drama production, graduation etc.
• Receive and process purchase requisition orders from various departments including marketing & admission, operation team with proper approvals
• Responsible for order placement timing, supply / demand alignment, school consumables replenishment and supplier performance
• Control and monitor expenses against approved budgets
• Evaluate vendor proposals and negotiate contracts to ensure the best possible pricing and terms
• Maintain good relationships with suppliers and renegotiate prices on a regular basis
• Keep good track of record for all vendor including contacts, payment terms and any ongoing negotiation in place.
• Initiate and keep track of orders placement including monitoring delivery times to ensure they are on time
• Receive, inspect and distribute orders as well as reconcile or resolve order discrepancies with supplies.
• Coordinate annual summer purchases from local or overseas.
• Annual asset stock take including school classroom and specialist room furniture and storage room
• Accounts (invoice and delivery order) to be submitted to finance account payable team for payment to vendors on time.
• Maintain accurate records of all purchases, including purchase orders, invoices, and receipts as well as any related administration and reporting as necessary
• Keep track and update school inventory system – Assets Tiger.
• Review school consumables, furniture etc inventory and update as required.
• Ensure compliance with school purchasing policies and procedures
• Collaborate with other members of the purchasing team from other countries within Asia Region to share best practices and identify opportunities for process improvement

Office Administrator:

• Manage filing, documentation, printing of documents, claims
• Provide general school administrative support

Others:

Carry out other duties and tasks as reasonably directed by the Head of Finance, HK

Position Requirements

• Detail-oriented individual with a passion for purchasing and inventory management
• Computer literacy qualification is essential. Proven ability to utilize and develop computerized spreadsheets and word processing applications
• Experience with procurement system set up is highly preferred
• Strong negotiation and communication skills
• Accounting Software is an advantage
• Experienced in handling a wide range of administrative and executive support related tasks
• Able to work independently with little or no supervision and prioritize tasks effectively
• Proficiency in Microsoft Office, particularly Teams, Excel and Google Spreadsheet
• Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people
• Attention to detail and problem solving skills
• Excellent written and verbal English
• Ability to speak Mandarin is a benefit
• Strong organisational and planning skills

• Proficiency in MS Office
  

Qualifications

• Minimum Bachelor’s degree or equivalent is required
• At least 3-5 years of working experience in related fields, previous team lead experience will be a plus

Contacts

• Direct reporting to Head of Finance, HK
• Regular interactions with internal staff working at School including all support staffs and Admissions Office
• External parties such as vendors

Working Conditions

• School Environment
• Will be required to work independently and as part of a collaborative team effort
• Working hours 7.30am to 4.30pm, Monday to Friday, plus occasional extended working hours to complete some projects and to support school-related events may be required

Terms of Employment

• Referee request: Required
• Background Check: Required

The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Designated Safeguarding Lead or to the Head of School or indeed to the Regional CEO or Safeguarding Manager - Asia so that a referral can be made accordingly to the statutory services.