Purchasing Officer (Sourcing)

The Procurement Officer (Sourcing) is responsible for identifying, evaluating, and recommending suitable vendors and suppliers for HKIS, including negotiating pricing, delivery terms, and service agreements. In addition, the Procurement Officer develops and maintains preferred vendor lists for key goods and services, while working closely with various departments to ensure that procurement activities effectively support their operational needs, timelines, and budgets. The role also involves managing day-to-day procurement activities through the purchasing system, ensuring timely processing of orders, accurate documentation, and compliance with internal procedures.

KEY AREAS OF RESPONSIBILITY:

Sourcing

• Research products, suppliers, and vendors to ensure goods and services are purchased from reputable and reliable vendors and service providers.
• Shortlist and summarize potential vendors for each product/service based on agreed criteria; e.g.; company size, years in operation, reputation/references.
• Negotiate prices and recommend vendors and service providers based on agreed scoring criteria
• Create and maintain approved preferred supplier lists
• Build standard product lists to help streamline the purchasing process
• Facilitate the ease of purchasing for internal customers
• Ensure information is easily accessible by employees (e.g., vendors, products, pricing) to maintain operational efficiency and provide transparency.

Customer Service and Enquiries

• Collaborate with colleagues to facilitate the ease of purchasing for internal customers (e.g.; understanding customers’ needs & expectations, delivery timeline, quality, technical specifications)
• Respond to questions and requests and liaise with colleagues to ensure the purchasing decision meets expectations and aligns with internal policies & guidelines.
• Provide updates to customers as required; e.g., information on vendors, pricing, delivery timeline.
• Follow up with vendors and/or service providers as necessary.

Vendor / Service Provider Liaison

• Evaluate preferred vendor and service provider lists regularly to assess their performance and pricing including seeking feedback from customers.
• Troubleshoot with vendors and/or service providers when delivery of goods or services do not meet specifications including quality.
• Negotiate contracts/service agreements in collaboration with the Business Office.

Purchase Requests and Purchase Orders

• Process Purchase Requisitions and Purchase Orders to ensure the smooth operation of the purchasing department.
• Follow up on outstanding POs to ensure they are completed and/or closed on a timely basis.
• Maintain and update the procurement system data

Other

• Undertake other duties and functions as required that will impact and strengthen the contributions of the department and overall operations of the school.
• Follow up on outstanding POs to ensure they are completed and/or closed on a timely basis.

Minimum requirements and qualifications:

Education:

• Diploma and above, in purchasing or logistics.

Experience:

• 3+ years experience as a Purchasing Officer or similar role.
• 2+ years experience in sourcing products and services preferably in a medium to large organization
• Experience researching, evaluating and liaising with vendors

Required skills:

• Excellent verbal and written English and Cantonese
• Good communication/negotiation skills, interpersonal skills
• Highly organized and excellent time management
• Ability to collaborate with individuals at all levels of an organization
• Analytical and ability to solve purchasing and related problems
• Self-motivated and ability to multitask
• Proficient in Microsoft Office Applications

Child Protection Statement:

• At HKIS, each child’s welfare is paramount. We act to ensure that our students enjoy the right to be protected from harm and exploitation and have their welfare safeguarded.

TO APPLY

We invite you to learn more about our school and discover for yourself career opportunities in our remarkable HKIS community at www.hkis.edu.hk

Interested candidates, please send your updated resume together with a cover letter by clicking "Quick Apply".

We look forward to hearing from you!

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