Job Summary:

The Purchasing & Procurement Manager is responsible for managing the full procurement cycle for the school, including supplier selection, negotiation, contract management, purchasing, and inventory oversight. The role ensures that all procurement activities align with school policies, budget requirements, vendor compliance, and international best practices while maintaining transparency and ethical standards

Key Responsibilities

1- Purchasing & Procurement Operations

• Manage procurement activities for all departments (academic, facilities, HR, administration, and events).
   
• Review purchase requisitions, obtain quotations, and prepare purchase orders in compliance with school procurement policies.
   
• Source new suppliers and evaluate bids based on price, quality, delivery timelines, service, and compliance.
   
• Maintain vendor databases, contracts, and procurement records.
   
• Ensure purchasing decisions support cost efficiency, quality, and timely delivery.
   

2- Vendor Management

• Establish and maintain strong professional relationships with suppliers and service providers.
   
• Conduct vendor evaluations and performance reviews (quality, reliability, and service responsiveness).
• Negotiate pricing, payment terms, contracts, and service level agreements (SLAs).
• Ensure suppliers meet safety, safeguarding, and regulatory compliance requirements.

3- Budget Control & Cost Optimization

• Forecast procurement needs, and align purchases with budget.
• Reduce operational costs through effective negotiation and consolidated purchasing.
• Identify cost-saving opportunities and process improvements.

4- Compliance, Policies & Reporting

• Ensure procurement follows school policies, ethical standards, and audit requirements.
   
• Maintain accurate records for accreditation, audits, and financial reporting.
   
• Prepare monthly purchasing reports, supplier performance analytics, and budget utilization summaries.

5- Inventory, Delivery & Logistics

• Oversee inventory stock management for resources, supplies, uniforms, IT consumables, and maintenance materials.
   
• Coordinate delivery schedules, monitor order status, and resolve delivery discrepancies.
   
• Work closely with warehouse and facilities teams for stock control and asset tagging.

6- Safeguarding: 

AIS staff members are responsible for promoting and safeguarding the welfare of children, young persons and all members of the AIS community for whom she/he is responsible, or with whom she/he comes into contact. All employees or volunteers will adhere to and ensure compliance with the school’s policies at all times. If, in the course of carrying out the duties of the job, the holder becomes aware of any actual or potential risks to the safety or welfare of children or other community members in the school, she/he must report any concerns to the Child Protection Officer (CPO) and School Director.

7- Revision of Job Description

According to the development and requirements of the school, job specifications will need to be reviewed and updated periodically after consultation with the job holder.

Qualifications & Experience

• Bachelor’s degree in business administration, supply chain management, procurement, or a related field.
   
• Minimum 5–7 years of experience in procurement or supply chain; experience in schools, hospitality, or large organizations preferred.
   
• Familiarity with international purchasing standards and vendor contract management.
   
• Proficiency in ERP systems
   
• Fluency in English; Arabic is a plus.

Working Conditions

• Based on campus, Sunday–Thursday (or school working schedule as applicable).
   
• Occasional after-hours work during peak operational periods (school openings, events, audits).