The Senior Procurement Executive is responsible for managing and executing the end-to-end procurement process from sourcing and vendor management to purchase order execution and payment coordination through purchasing systems. The role ensures quality, cost-effectiveness, compliance with the school/organisation’s policies, vendor management practices, and timely delivery of goods and services to support smooth school operations.

Key Responsibilities and Duties

Procurement & Purchasing

• Review and process Purchase Requests (PRs) in purchasing systems according to procurement policies.

• Source suitable suppliers, request quotations, and compare products and prices.

• Create and route Purchase Orders (POs) for approval by Budget Holders and Management.

• Confirm and follow up on deliveries to ensure timely receipt of goods, especially for events and operational needs.

• Coordinate with school drivers or logistics teams for item collection when required.

Supplier & Vendor Management

• Build and maintain strong relationships with reliable and approved suppliers.

• Evaluate supplier performance in terms of pricing, quality, delivery, and service.

• Update and maintain an approved vendor list for future reference.

• Coordinate with suppliers on order confirmations, delivery timelines, and payment schedules.

Compliance & Record Keeping

• Ensure all procurement activities comply with the school’s purchasing policies and financial procedures.

• Verify and match invoices with approved POs, adjust actual amounts in purchasing systems if discrepancies occur.

• Upload invoices, issue receipts, and maintain complete purchasing records for audit and reporting purposes.

• Ensure transparency, documentation, and traceability of all procurement transactions.

Budget & Cost Control

• Monitor and manage purchasing within the approved budget limits.

• Support cost control by negotiating for competitive prices and favourable terms.

• Coordinate with the Finance Team for timely and accurate payment requests for POs handled by the Purchasing Team.

• Provide regular updates to Management on purchasing trends, costs, and savings opportunities.

Coordination & Support 

• Work closely with the Finance Team, Operations, and other departments to align purchasing needs with budget and timelines.

• Support the Procurement Manager in preparing procurement reports and forecasts.

• Ensure proactive communication across departments regarding order progress, delivery issues, and vendor updates.

Purchasing System

• Manage all procurement processes within purchasing systems.

• Create, track, and update PRs, POs, invoices, and receipts accurately.

• Provide system-related support to team members and coordinate with the system team for any technical issues.

Inventory Management

• Check and confirm the quality and quantity of goods received.

• Record all goods receipts in the purchasing systems

• Manage uniform stock levels, prepare for new arrivals, and ensure accurate sales tracking.

• Conduct periodic stock checks and coordinate with Finance for reporting and reconciliation.

Core Competencies 

• Strong negotiation and supplier relationship management.

• Excellent attention to detail and process accuracy.

• Strong data management and record-keeping skills.

• Ability to multitask and prioritize under pressure.

• Ethical, reliable, and compliant with organizational policies.

Skills and Experience

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field.

• Minimum of 3–5 years of experience in purchasing or procurement.

• Hands-on experience of applying ERP purchasing systems.

• Proficiency in Microsoft Office (Excel, Word, Outlook).

• Experience in an educational or institutional environment is an advantage.