Purchasing Specialist

Job Summary :

• Responsible for administering, directing, planning and controlling all purchases activities.  Contacts companies relative to existing, future, or potential purchases requirements; materials , stationary, furniture, equipment, tools to vendors who will meet AMU & UNFPA specifications within acceptable quality levels. 
• Ensure suppliers deliver purchased items at the lowest possible cost consistent with quality, quantity and delivery specifications. Select appropriate vendors and direct and administer all vendor and supplier contract negotiations. 

Job Responsibilities :

• Implements purchases plans that provide continuity of operation, cost and inventory position.
• Administers top level purchasing contacts, including negotiations regarding price, quality, delivery schedule, etc.
• Establishes operational audits for financial, policy, and procedural control, e.g. controls to measure effect of purchasing performance relative to the size of operations
• Directs all buying personnel in meeting objectives while maintaining fair competition and supplier good will.
• Consolidate the purchasing activities and issue and submit statistical reports as prescribed by management.
• Participates in the short-and long-range planning required to meet future projections with regard to space allocation, and sources of supply.
• Confers with vendors to obtain product or service information such as price, availability, and delivery schedule.
• Selects products for purchase by analyzing cost and quality of items in conjunction with department heads.
• Estimates values according to knowledge of market price.
• Determines method of procurement such as direct purchase, quotes or bid.
• Assures the correct account coding is assigned to each purchase.
• Approve bid requests, as necessary.
• Prepares and reviews bid proposals and negotiates contracts within budgetary limitations and scope of authority and determines that statutory bid requirements are met.
• Maintains procurement records such as items or services purchased, cost, delivery, product quality or performance and inventories.
• Discusses defective or unacceptable goods or services with inspection and/or quality control personnel, users, vendors, and others to determine source of trouble and take corrective action
• Prepares reports as requested, to enable financial analysis of all facets of Business Office operations.