Procurement and Administration Coordinator Job at Aga Khan Education Services 2022

The position

AKES,U  is a private, not for profit organization committed to enriching the lives of “many generations of multi-racial and multi-cultural student populations” through the provision of quality and affordable education. AKES,U operates schools from Pre-School to High School and offers the British National Curriculum (BNC), International General Certificate of Secondary Education (IGCSE), International Baccalaureate Diploma Programme (IBDP) and the Uganda National Primary and Secondary curriculum.

The Procurement and Administration Coordinator will perform a variety of tasks to enable the smooth running of the institution’s operations, these will include:

Sourcing & Purchasing

• Providing procurement and administrative leadership to AKESU
• Receive and consolidate staff requests for teaching & non-teaching resources.
• Research and source high-quality products and services at optimum costs and prepare the purchase order as required.
• Obtain bids and quotations from suppliers and service providers for evaluation.
• Coordinate with the finance team to reconcile units’ inventory balance at month end with tally system.
• Ensure timely ordering and delivery of resources from sourcing to purchase.
• Co-ordinate with Finance Department to monitor accuracy and punctuality of payment.
• To supervise who ever will provide support in acquiring and evaluating quotations.

Policies and Systems

• Work with the Chief Finance Officer, to ensure an effective and efficient purchasing system is in place.
• Recommend, review and recommend appropriate changes in the purchasing policy and guidelines in coordination with the Chief Finance Officer and relevant stakeholders to ensure continuous improvement.
• Work with the Chief Finance Officer, to establish a system of vendor accreditation and maintain a database of preferred suppliers.
• Ensure that files containing all information on purchasing and services are organized and kept updated, and must be made available and accessible.

Inventory Management

• Liaise with the necessary departments in insuring that the right specification and quality and quantity of goods  are delivered to stores
• Work with the Stores Accountant to ensure continuity of supplies/service with minimal wastage.
• Liaise with the Stores Accountant to maintain an optimum level of inventory of all supplies and to anticipate regular requirements.

General Insurance

• Policy renewals and processing of insurance claims

Service Provider Management

• Ensuring that service providers have service agreement – contracts

Other Administrative Duties:

• Advice unit heads on pricing for budgeting purposes.
• Personally source and purchase individual items as and when urgently required.
• Enforce systems of fleet Management – fuel, insurance, maintenance, usage logs.
• Support regional office and senior management in procurement functions for other countries as directed.

The requirements

Skills

• Strong supervisory, interpersonal and problem-solving skills.
• Team player who works productively with a wide range of people.
• High level of attention to detail.
• Demonstrated success in procurement and administration, including forecasting and planning
• Strong Communication skills

Qualification and Experience

• A Bachelor’s degree in Business Administration / Supply Chain Management or related field.
• 5+ years of Procurement and Administration management experience with a reputable institution.
• Masters / relevant certifications will be an added advantage

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