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Job Description
- Responsible for the purchase and acquisition of University goods and services
- Achieve cost savings and maintain quality performance
- Participate in developing and implementing the University purchasing policies and procedures
- Initiate, draft, negotiate and administer the purchase orders and contracts related to the purchasing process
- Perform critical purchasing functions related to the implementation, development, management and administration of the automated SAP system related to the procurement process
- Analyze market and delivery systems to assess present and future material availability and sources
- Review local/International procurement requisitions and orders against the requisitioned budget to ensure availability of funds and oversee the types and sources of funds, object codes and their relationship to the required goods and services, determine method to process requisitions based on cost, time constraints, existing open contracts and/or competitive bidding.
- Assist in the budget process, the encumbrance management and related functions.
- Reviews and analyzes purchase requisitions and contracts, and ensures they are in accordance with relevant laws, policies and requirements.
- Ensure adherence to the university purchasing policies and implement effectively to purchasing procedures.
- Maintain and keep approved and qualified vendors lists, records and files; update them by contacting vendors to get the latest information; and circulate them periodically for interested persons and departments
- Invite, review, check and compare quotations on bid terms, delivery dates and prices with the suppliers; survey the various markets, studying trends; and remain advised on new developments and products. Lead vendor selection and negotiation processes, requires frequent visits to local markets, around two to three times weekly; for price checks is a must as needed.
- Meets with sales representatives to develop new vendor sources, updates records and secures demos for departments.
- Take part in writing request for proposals (RFPs), requests for quotes (RFQ) and formal bids.
- Assist in evaluating competitive offerings to determine the overall best offer for a product/service and the appropriate methods of procurement; conduct negotiation with potential suppliers to obtain agreement on pricing, delivery and other terms
- Prepare reports, investigate complaints and secure adjustments, ensure standard compliance with legal requirements and make recommendations as to commodities which can be economically purchased on a contract basis
- Reviews, analyzes and recommends solutions to complicated purchasing problems and transactions.
- Speed up the clients’ problems resolution time, by working closely with buying units focal points to professionally resolve all problems in a fair and ethical manner while protecting the long term interests of the university. Maintain tracking report to measure the problem resolution lead time.
- Build and maintain highly professional relationships with the internal clients by ensuring that all the received requests were fulfilled on time.
- Assist in the process of resolving problems (both internal and external) in a fair and ethical manner while protecting the long term interests of the University; resolve quality and payment problems with vendors
- Review product specifications, performance and payment terms, and/or acceptance criteria
- Participate in the preparation of specifications for equipment, products or substitute materials. Review and evaluate specifications for issuing and awarding bids
- Maintain records of goods ordered and received; route, follow-up and expedite orders; ensure that materials are delivered to user departments
- Develop effective relationship with suppliers and other internal departments, respond effectively to inquiries and engender trust from the University community
- Responsible for maintaining, developing and enhancing the vendors’ end-of-year evaluation process.
- Coordinates with internal and external customers to identify needs and refine specifications.
- Comply with the AUC internal business policies and procedures.
- Ensure a proper filing system of all local/International purchasing related documentation, as well as the related reports. May be responsible for preparing, overseeing and providing documents for audit purposes.
Job Requirements
Minimum Education Requirement:
- University degree.
- SCM certification(s) will be an asset.
Experience:
- 8 years of experience, in which 5 of them are in depth in buying from local/international market in the back office supplies and services, as well as 1-2 years of garments buying experience.
- Experience in a corporate environment is an asset.
Skills:
- Excellent command of written and spoken English
- High knowledge of the local/International market, covering goods and services
- Strong negotiation, analytical and problem solving skills
- Computer literacy, good knowledge of MRP, SAP will be an asset.
- Good knowledge of business and financial issues
- Customer oriented and diplomatic
