The International Community School (ICS), one of the longest established and most successful international non proprietary schools in the Middle East, is seeking to recruit an experienced, enthusiastic and innovative Procurement Assistant to join the school as soon as possible.

Interested candidates should:

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
• 0 - 2 years relevant experience preferred
• Have an excellent command of English
• Certification in procurement or supply chain management is preferred
• Strong organisational and multitasking skills.
• Excellent communication and negotiation abilities.
• Have a creative, dynamic, and outgoing personality
• Have strong IT skills (including Word, Excel, and google doc).
• Have a Jordanian nationality

*This will be a six month contract subject to renewal.

How to apply:

Applications should be sent to [اضغط هنا لمشاهدة البريد اﻹلكتروني] with the subject of Procurement Assistant, along with a current CV with a recent photograph. For more information, kindly visit our website.

The deadline or applications is 21st of March 2024. However, please note that we reserve the right to appoint before the closing date, and interviews will be arranged for all short-listed applicants as soon as possible.

Role Summary: 

As a Procurement Assistant focused on Purchase Order Processing, your primary responsibility is to ensure the accurate and efficient creation and management of purchase orders. You will play a vital role in facilitating the procurement process, working closely with vendors, School Staff, and the Procurement Manager to ensure seamless transactions and timely deliveries.

Skills

Roles and Responsibilities:

Purchase Order Processing and Supplier Communication

• Generate purchase orders based on requisitions and approved purchase requests.
• Coordinate with various school departments to gather necessary information for purchase orders.
• Verify accuracy of order details, including quantities, specifications, and pricing.
• Obtain and compare price quotations and negotiate terms.
• Track and monitor delivery schedules.
• Liaise with suppliers to confirm order details and delivery schedules.
• Address inquiries and resolve discrepancies with suppliers.

Requisition

• Receive requisitions from different school departments.
• Review requisitions for accuracy, completeness, and adherence to procurement policies.
• Communicate with department representatives to clarify details or gather additional information.
• Ensure that requisitions align with the school budget and procurement guidelines.

Budget Monitoring:

• Assist in monitoring and controlling procurement expenditures.
• Work closely with the Finance team to ensure budget compliance

Collaboration

• Work closely with the Stores team.
• Coordinate and communicate effectively to align procurement activities with store requirements.

Suppliers & vendors 

• Identify and evaluate potential suppliers, negotiate contracts, and establish relationships with vendors & suppliers .
• Negotiate pricing, terms, and conditions to achieve cost savings and favorable contract terms.
• Facilitate the collection of official documents from suppliers in accordance with legal and ethical standards.
• Collaborate with suppliers to ensure the submission of required documentation, such as business licenses, certificates, and tax-related documents.
• Implement a periodic review process to ensure that supplier documents remain current and compliant with school and regulatory standards.
• Promptly address any discrepancies or missing documentation through effective communication with suppliers.
• Monitor vendor and supplier performance and compliance with contractual agreements.
• Responds to emails, phone calls  from vendors and suppliers in a timely manner.

Contract Management

• Assist in draft, review, and negotiate contracts with suppliers and vendors.

Reporting 

• Prepare a weekly/daily report of all pending PO’s and /or specific items which are not delivered, and clarify the reasons for any delay.
• Generate and analyze reports on procurement metrics, such as cost savings, supplier performance, and procurement cycle times.

Documentation and Record Keeping

• Maintain organised records of all requisitions, purchase orders, and related documentation.
• Ensure that documentation is easily accessible for audits or reference.

Confidentiality 

• Develop and negotiate confidentiality agreements with vendors.
• Handle and process confidential procurement documents, such as contracts, bids, and vendor information, with the utmost discretion.
• Implement secure storage and retrieval procedures for sensitive procurement documentation.

General 

• Scan and archive all documents  issued or received by the Procurement Department.
• Perform other duties as may be assigned by the line manager.
• Uphold the highest standards of ethics and integrity in all procurement activities.

Performance Metrics:

• Timeliness and accuracy of purchase order processing.
• Cost savings achieved through effective negotiation.
• Compliance with procurement policies and regulations.
• Positive feedback from Staff and suppliers.

Working Conditions:

• The role may require travel to meet with suppliers and vendors . 
• May involve occasional overtime during peak procurement periods.