JOB PURPOSE

• The Procurement Officer manages the procurement process for the school, ensuring best value for money, quality, and timely delivery of goods and services. The role involves sourcing and negotiating with suppliers to meet the school’s needs effectively, while adhering to financial regulations and maintaining ethical standards.

OVERVIEW OF THE ROLE

• The Procurement Officer is responsible for acquiring all necessary goods and services required for the school’s operations. This includes managing supplier relationships, negotiating contracts and ensuring compliance with financial and legal requirements. The role is vital for maintaining the operational efficiency of the school by ensuring that all purchases are made cost effectively and delivered on time.

RELATIONSHIPS

• The Procurement Officer is appointed by the Director of Schools in consultation with the HOS, Head of Accounts and HR.
• The Procurement Officer reports directly to the Head of Accounts. In the absence of the Head of Accounts, the Officer reports to the HOS/DOS who provide strategic leadership and day to day oversight. The Purchasing Officer works closely with the Accounts team, staff, suppliers, contractors to ensure that procurement activities support the school’s goals.

KEY RESPONSIBILITIES

• Manage the procurement process and oversee all stages of procurement from initial requisition to final payment, ensuring a smooth and efficient process
• Source and evaluate suppliers- Identify potential suppliers, assess their products and services, and maintain a competitive vendor base
• Negotiate prices, terms and conditions- Negotiate favourable terms and pricing with suppliers to ensure cost-effectiveness and quality assurance
• Prepare and issue purchase orders and contracts
• Ensure compliance with financial regulations, laws, and best practices
• Maintain accurate records and reports
• Develop and implement procurement policies and procedures
• Collaborate with staff to identify and meet their procurement needs
• Manage and resolve supplier queries and issues
• Ensure best value for money
• Maintain appropriate and accurate spending records

QUALIFICATION & EXPERIENCE

• Bachelor’s degree in Procurement, Supply Chain Management, Business, or related field
• Professional certification in procurement or supply chain management (e.g., CIPS, MCIPS) is a plus
• Experience working in procurement or supply chain management, preferably in an educational setting
• Knowledge of financial regulations and laws applicable to schools
• Good communication, negotiation, and organisational skills
• Ability to work accurately and attention to detail