Procurement Executive

Job Summary

The Procurement Executive is responsible for managing and executing the school's procurement activities in alignment with approved budgets, policies, and timelines. The role involves sourcing vendors, evaluating quotations, negotiating contracts, and ensuring timely delivery of materials and services across academic and administrative departments. The incumbent will maintain transparency, cost efficiency, and compliance in all procurement operations while collaborating closely with the Finance, Administration, and Facility Management teams.

Main Duties and Responsibilities:

• Manage end-to-end procurement operations including requisition processing, vendor sourcing, quotation comparison, and purchase order generation.
• Coordinate with user departments to understand material and service requirements, ensuring timely procurement to support school operations.
• Identify and evaluate new vendors to ensure quality, reliability, and cost-effectiveness of supplies and services.
• Negotiate with suppliers for favorable terms, pricing, and delivery schedules while maintaining ethical procurement practices.
• Maintain and update the approved vendor database and ensure compliance with vendor registration procedures.
• Collaborate with the Finance team for payment processing, invoice verification, and budget tracking.
• Maintain accurate documentation of all procurement activities, contracts, and related correspondence.
• Track inventory levels in coordination with the Admin and Stores team to ensure optimal stock management and replenishment.
• Ensure adherence to statutory, safety, and audit requirements in all procurement processes.
• Support annual budgeting and cost-control initiatives by providing timely data and reports on expenditure and vendor performance.
• Prepare and present periodic procurement reports, MIS, and analysis to the Manager – Administration & Operations.
• Coordinate with vendors and departments for return, replacement, or warranty claims wherever applicable.
• Ensure proper handover, tagging, and tracking of newly purchased assets in collaboration with IT, Facilities, and Admin teams.

Education Requirements

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
• Postgraduate qualification or certification in Materials Management, Procurement, or Supply Chain preferred.

Experience Requirements:

• 2–5 years of experience in procurement, purchasing, or supply chain operations, preferably in an educational or institutional environment.
• Strong negotiation, vendor management, and contract handling skills.
• Working knowledge of ERP/Procurement software and MS Office Suite.
• Excellent record-keeping, analytical, and coordination abilities.
• Understanding of compliance, quality assurance, and audit processes.
• Proactive, detail-oriented, and able to work under tight timelines with multiple stake holds.