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About the Position

We are seeking a well-organised, responsible, and proactive Procurement, Logistics & Administration Officer to join our Students & Staff Affairs Department at an International School.

The successful candidate will manage procurement, purchasing, inventory, and logistics activities for school operations, including stationery, educational materials, general supplies, kitchen items, and the School Nutrition Programme. The role will also support school events, administrative coordination, documentation, and other departmental operations to ensure smooth and efficient service delivery.

Key Responsibilities

1. Procurement & Purchasing

• Manage purchasing and procurement of school supplies, stationery, educational materials, food ingredients, kitchen items, and general operational materials.
• Source reliable suppliers, obtain and compare quotations, negotiate prices, and ensure quality and cost-effectiveness.
• Prepare purchase requisitions, purchase orders, and related documents for approval.
• Follow up on orders and deliveries and coordinate purchasing requirements with relevant departments.

2. Inventory & Stock Management

• Maintain accurate stock and inventory records for school supplies, food items, and operational materials.
• Monitor stock levels, arrange replenishment, and conduct regular stock checks.
• Manage receiving, inspection, storage, recording, and distribution of supplies.
• Monitor food expiry dates, storage conditions, and product quality, reporting any damaged, expired, or missing items.

3. Students & Staff Meal Programme Coordination & Logistics

• Coordinate food procurement, supply, delivery, and distribution for the Students & Staff Meal Programme.
• Coordinate with kitchen personnel, suppliers, programme coordinators, and relevant departments on meal requirements and daily arrangements.
• Support meal planning, quantity management, and daily programme logistics.
• Assist in handling meal-related concerns, supply issues, and operational challenges.
• Maintain records of food purchases, stock, distribution, and related expenses.
• Monitor food quality, storage, hygiene, and safety standards.

4. School Events & Logistics Support

• Coordinate procurement and preparation of supplies, materials, equipment, and logistical arrangements for school events and departmental activities.
• Ensure timely delivery, setup, distribution, collection, and proper storage of event supplies and equipment.
• Provide operational and logistical support before, during, and after school events as assigned.

5. Administration & Departmental Coordination

• Maintain procurement, inventory, supplier, invoice, delivery, and payment-related records.
• Prepare procurement, stock, and logistics reports and assist with budget monitoring and expenditure tracking.
• Coordinate with Finance and Accounts for invoice verification and payment processing.
• Communicate and coordinate effectively with suppliers and relevant school departments.
• Perform general administrative, logistical, and operational duties and other responsibilities assigned by the Head of Department (HOD).

• Bachelor's degree or Diploma in Business Administration, Supply Chain Management, Procurement, Logistics, Accounting, or a related field.
• Minimum 2–3 years of relevant experience in procurement, purchasing, logistics, inventory management, or administration.
• Experience in food procurement, catering, school operations, or event logistics is an advantage.
• Good knowledge of supplier sourcing, quotation comparison, purchasing procedures, and stock control.
• Proficiency in Microsoft Office, particularly Excel, Word, and email communication.
• Strong organisational, negotiation, communication, coordination, and problem-solving skills.
• Good attention to detail, accuracy, and documentation skills.
• Ability to manage multiple tasks, meet deadlines, and work independently or as part of a team.
• Honest, trustworthy, proactive, responsible, and willing to take initiative.