Purchase Executive - A reputed University

Position Summary:

The Executive - Purchase will be responsible for supporting the procurement process to ensure the timely and cost-effective acquisition of goods and services for the university. The role involves vendor management, purchase order processing, and maintaining accurate procurement records in compliance with university policies and government regulations.

Key Responsibilities:

1. Procurement Support:

• Assist in the implementation of procurement strategies in alignment with the university's objectives.
• Support the forecasting of purchasing needs based on academic and administrative requirements.

2. Vendor Management:

• Identify potential suppliers and evaluate them based on quality, cost, and reliability.
• Build and maintain professional relationships with vendors and service providers.
• Monitor vendor performance to ensure compliance with agreed terms and conditions.

3. Purchase Orders and Contracts:

• Prepare and issue purchase orders and contracts as per procurement guidelines.
• Ensure accurate and timely processing of purchase orders.
• Verify and track deliveries to ensure goods and services meet operational requirements.

4. Inventory Management:

• Assist in managing inventory levels and stock control to prevent shortages and overstocking.
• Coordinate with relevant departments to ensure timely replenishment of supplies.

5. Compliance and Record-Keeping:

• Ensure all procurement activities comply with university policies and government regulations.
• Maintain accurate records of purchases, pricing, and supplier agreements.
• Assist in periodic audits to ensure transparency and accountability in the procurement process.

6. Cost Management:

• Assist in negotiating pricing and payment terms with suppliers to achieve cost savings.
• Monitor market trends to identify opportunities for cost reduction.

7. Risk Management:

• Identify procurement risks and support the implementation of mitigation measures.
• Assist in implementing contingency plans to address supply chain disruptions.

8. Administrative Support:

• Provide administrative support to the purchase department, including documentation, reporting, and communication with internal stakeholders.
• Handle any other procurement-related tasks as assigned by the Manager - Purchase or Registrar.

Skills and Competencies:

• Strong negotiation and communication skills.
• Attention to detail and accuracy in record-keeping.
• Ability to manage multiple tasks and meet deadlines.
• Proficiency in procurement software and Microsoft Office Suite.
• Experience of working on SAP
• Knowledge of procurement policies and regulations.

Qualifications and Experience:

• Bachelors degree in Business Administration, Supply Chain Management, or a related field.
• 5-7 years of experience in a procurement or purchasing role.
• Experience in the education sector or a similar environment is an advantage.