Purchase Officer

Job Description:

Job Description

Job Title: Purchase Officer

Department: Administration

Reports To: Head of Administration

Location: Pune

Job Summary:

The Purchase Officer will be responsible for managing the procurement of goods and services required for the school’s operations. This includes overseeing the purchasing process, negotiating contracts, and ensuring the timely delivery of high-quality materials and services in line with the school's policies and budgetary constraints. The role demands a proactive individual with excellent negotiation, communication, and organizational skills.

Key Responsibilities:

1. Procurement Management:
• Develop and implement purchasing strategies in line with the school's requirements and budget.
• Identify and source suppliers, vendors, and contractors for various goods and services.
• Negotiate contracts, terms, and pricing with suppliers to secure the best deals.
• Manage the entire procurement cycle from purchase requisition to payment.
2. Inventory Control:
• Maintain and update inventory records of all purchased goods.
• Ensure adequate stock levels are maintained to meet the school’s operational needs without overstocking.
• Conduct regular audits of inventory and address any discrepancies.
3. Vendor Relationship Management:
• Establish and maintain strong relationships with suppliers and vendors.
• Monitor supplier performance and address any issues related to quality, delivery, or pricing.
• Evaluate and select new suppliers based on quality, reliability, and cost-effectiveness.
4. Compliance and Documentation:
• Ensure all procurement activities comply with the school's policies and legal requirements.
• Maintain accurate and up-to-date records of all purchases, contracts, and agreements.
• Prepare and present regular reports on procurement activities, expenses, and savings.
5. Coordination and Support:
• Collaborate with various departments to understand their procurement needs and provide support accordingly.
• Work closely with the finance department to ensure timely processing of purchase orders and payments.
• Provide training and guidance to staff involved in the procurement process.

Qualifications and Skills:

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field.
• Proven experience as a Purchase Officer or in a similar role, preferably in an educational institution or IB World School.
• Strong negotiation and communication skills.
• Excellent organizational and time management abilities.
• Proficiency in procurement software and Microsoft Office Suite.
• Knowledge of market research and data analysis.
• Attention to detail and ability to work under pressure.
• Ethical and transparent approach to procurement practices.