Purchase Officer

Equipment and resources - orders from overseas

 Send standard order forms and reminders to the Principal to notify teachers and give a budget for each department/section

 Receiver Orders from Departments or Key Stages

 Prepare quotations for Principal to approve

 Confirm the order to the consolidator and get the contract signed by both sides

 Ensure the equipment/resources arrived at the school on time

 Coordinate with resources and facility staff to check items in detail, and deliver to classes/departments.

 Update Principal/ Operating Manager /related departments about delivery status and expenses

 Resolve any discrepancies in terms of quality, [protected info] a consolidator, if any.

 Liaise with Accounts to ensure the payment is paid on time to the supplier(s) and in line with the school's policies.



Books

 Get Orders from teachers

 Analyse the quotations and propose the best supplier for each order.

 Get Principal's approval for an official order

 Ensure the delivery time of the order to the school.

 Liaise with Accounts for deposit/payment in line with contract terms and conditions.

 Check the quantity and quality of delivered books

 Update Principal/related departments about delivery status and expenses

 Resolve any discrepancies in terms of quality, [protected info] suppliers, if any.



Online Subscriptions

 Ensure all requests of online purchase including Online Subscription must be approved by Principal in advance.

 Keep the requestor informed when the purchase has been done

 Record and file documents for future reference



Flights

 In charge of annual flights, school business flights, and personal flights.

 Ensure to master the school's Policy for Annual Return Flights to Home Country.

 Checked whether the booking is following the school's policy and confirmed to the agent after getting approval from Principal.

 Change flights after the ticket is issued, if requested.

 Book, hold the flight, and send the booking to the requester for checking and confirming

 Check debit notes or bills from BST by month-end

 Inform relevant department to perform and double-check



Others:

 Support with hotel booking and other logistics relates for staff CPD and business purpose

 Liaise with the post office to get a parcel from overseas for the school

 Support for local order (where possible and needed)

Ensure all purchases are in line with both the school and the Group NAE policies.

To fulfill any reasonable additional responsibilities as may be from time to time as requested by Purchasing Supervisor/Business Director