International School Ho Chi Minh City

* Position Objective
Procurement Executive is responsible for the coordinating and processing of all Purchase Orders in compliance with the ISHCMC’s budget, policies and rules.

* Responsibilities
The Procurement Executive is responsible for managing the School’s purchasing tasks, but is not limited to, the following duties:

Purchasing
1. Maintain and develop reliable suppliers list for the School
2. Track subscription period and arrange payment for new subscription period for online magazines, online software, subscription, and database. Maintain records of such payments.
3. Liaise with Heads of Section and Faculty in monitoring and processing Procurement of consumables, teaching materials and equipment and other School resources from local and overseas, including:
● Collation of orders from Heads of Section / Faculty or/and School staff.
● Monitoring and making reports to the Headmaster and Head of Finance for authorised approval.
● Preparing contracts between suppliers and the school.
● Sending orders to overseas consolidation agents.
● Liaison between the overseas consolidation agents and school staff.
● Follow-up of outstanding orders placed with suppliers.
● Tracking the orders’ status, and communicating with School staff on delivery and quantity and quality status.
● Translation of overseas orders for customs/cultural inspection purposes.
● Obtaining import license for overseas orders.
● Coordination with Local Authorities and Clearing/Forwarding agents with regard to the customs clearance of supplies and equipment purchased abroad. Estimate of total fees/costs for Head of Finance’s approval.
4. Provide critical suppliers with regular forecasts, updates in import tax regulations and other import regulations to ensure full visibility of the School’s requirements
5. Report any significant supply/logistical problem to Procurement Supervisor and Finance Manager, to ensure problems be communicated to the relevant departments.
6. Perform supplier financial assessments and monitor stability throughout the duration of the contract.
7. Update, maintain records, files and report on purchasing functions inclusive of the fixed assets register.
8. Assist in reconciliation of procurement payments and budget reports and forecast.