Senior Purchasing Officer

The Senior Purchasing Officer is responsible for managing and coordinating procurement, travel, logistics, and vendor-related services that support the School's operational and educational programs. The position ensures that purchasing activities, contractual arrangements, travel bookings, and event logistics are conducted efficiently, cost-effectively, and in compliance with School policies and applicable regulations.
As a senior member of the Purchasing Team under Business Office, the role is expected to well collaborate with team members, provide professional guidance to internal stakeholders, maintain effective relationships with vendors and service providers, identify opportunities for process improvement and cost optimization, and ensure the timely delivery of services that contribute to the successful operation of the School. The position also serves as a key liaison for Business Office hospitality and other assignments as directed by the Business Manager.
1. ESSENTIAL RESPONSIBILITIES:
• Prepare, review, and process Purchase Requisitions and Purchase Orders in accordance with School policies and approved workflows.
• Coordinate the end-to-end procurement process to ensure the timely execution of contracts, delivery of goods and services, and payment to vendors. Monitor the status of Purchase Requests, Purchase Orders, Field Trip Approval Forms, and Professional Development Approval Forms from initiation through receipt and final invoice settlement.
• Review Purchase Requisitions for budget availability, completeness, and appropriate approvals before processing.
• Ensure all purchasing and booking activities are processed accurately and within established timelines and through the ODOO system, while adhering to the approved workflow requirements.
• Liaise with teachers, administrators, and other stakeholders to obtain accurate information and supporting documentation required for procurement and booking activities.
• Maintain ODOO as the main systematic records and tracking system for approved requisitions, purchase orders, contracts, invoices, and other relevant financial and service documentation to support operational efficiency and audit requirements.
• Coordinate travel arrangements, including flight bookings, accommodation, and registration, for teachers participating in approved Professional Development activities and for administrators undertaking authorized business travel.
• Coordinate travel logistics for student programs and field trips, including flights, accommodation, registrations, and insurance for students and chaperones participating in activities such as WWW, MRISA, GIN, MUN, MathCounts, and other approved programs.
• Prepare Summer Travel Allowance for eligible employees, and provide support with travel bookings and payment processes as required.
• Identify opportunities for cost savings and operational efficiencies, and recommend the standardization of vendors, products, and services when beneficial to the School. Conduct annual reviews and provide recommendations.
• Ensure that all procurement and booking information is accurately and completely recorded in the ODOO system to maintain reliable data and reporting integrity.
• Maintain tracking records and prepare reports related to field trip expenditures, vendor contracts, and other assigned areas to support management review and decision-making.
• Provide logistical support for new-hired faculty members, including coordinating accommodation, flights, domestic travel arrangements, SIM cards, customs-related matters, and other onboarding requirements.
• Coordinate contractual and logistical arrangements for School events and projects to ensure effective service delivery and compliance with School requirements.
• Conduct annual reviews of the master vendor list and contract portfolio to ensure vendor information remains current and contractual records are properly maintained.
2. SECONDARY RESPONSIBILITIES:
• Meet with vendors and service providers to maintain effective working relationships and support the evaluation of services and products.
• Maintain and update the School's master vendor database to ensure the accuracy and completeness of vendor information.
• Assist with special projects and other responsibilities as assigned by the Business Office Manager.
• Serve as a representative of the Business Office in welcoming and assisting visitors to the department.