Purchasing Officer

Department: Finance

Reports to: Senior Director - Finance & Budgeting

Scope and Purpose:

Seek to obtain the highest quality merchandise at the lowest possible purchase cost for the University. Obtain the best value for goods and services that meet university specifications.

Job Responsibilities (not all inclusive):

• Monitoring and checking prices on a global scale. Evaluate suppliers based on price, quality, service support, availability, and reliability. Analyze Data and information received from various vendors.
• Assist the University in its search for the right suppliers, review catalogs industry and company publications, directories, and trade journals.
• Purchase, rent, or otherwise provide for the furnishing of supplies, materials, equipment, or contractual services for all departments of the University.
• Negotiate and make arrangements for Travel Ticket Bookings.
• Prescribe the manner in which supplies, materials, and equipment shall be purchased, delivered, and distributed.
• Prescribe the time, manner, and authentication of making requisitions for supplies, materials, equipment, and contractual services.
• Establish standards of quality and quantity and develop standard specifications in consultation with the department's Director.
• Prescribe the manner of making physical tests of samples submitted with bids and samples of deliveries to determine compliance with specifications and the manner in which departments shall inspect all deliveries of supplies, materials, and equipment.
• Prescribe the amounts and form of, accounting for, and disposition of any deposit or bond required to be submitted with a bid or a contract and the amount of any such deposit or bond to be given for the faithful performance of a contract.
• Stock control, updating of the database of vendors and prices continuously. Preparation of purchase orders, follow-up with the suppliers, and updating of the Banner purchase system. Prepare L/C and other bank documents regarding purchases. Prepare reports by division of stocks of supplies, materials, and equipment.
• Provide technical supervision and/or direction for contract development and administration.
• Maintain the Banner Accounting System for Purchasing and Procurement up-to-date.
• Maintain adequate records relating to Procurements and assist auditing process thereon.
• Administer and review all contracts submitted to AUK, check terms and conditions, and suggest amendments before forwarding to Senior Director of Finance for approval and signature.
• Draft contacts whenever required and discuss with suppliers/vendors before submission for approval.