Purchasing Assistant

Reporting to the Manager of Purchasing, the Purchasing Assistant is responsible for all purchasing actions including: handling inquiries, new/ current product/ vendor data, sourcing of goods and services, purchase orders; inventory control; coordinating with user departments; liaising with suppliers, collecting market information; database update, and other general purchasing tasks and duties as assigned.

Responsibilities:

• Receives and/or responds to routine inquiries from staff/ suppliers re status of orders/purchasing procedures, etc.; consults with supervisor on non-routine and/ or higher dollar value orders.
• Contacts originator re questions/ problems/ clarifications; conduct site visits for space measurements as required for office furniture, etc.; organizes maintenance/ repair/ replacement of defective items (i.e. equipment under warranty) with respective suppliers.
• Sources products through internet, records, newspaper, magazine or school catalogue; obtains quotes; negotiates with suppliers to obtain the best price; prepares price comparison summaries; inputs and prints purchase order number; sends out approved (by Principals and BA) purchase order to supplier and follows up on time.
• Arranges delivery schedule with suppliers and users; matches purchase orders with receiving report and packing slip; receives invoices and matches to purchase order (verifying that goods are received); verifies price, quantity, extensions, applicable discounts applied/ payment authorizations; liaises with supplier re damaged/ missing items and confirms receipt.
• Inputs product information catalogues (covering products/ codes/ prices/ taxes).
• Prints catalogues/ order forms; distributes copies within school; receives approved annual school purchase requisitions; enters by catalogue/ product/ quantity/ account code; prints summaries/ reports.
• Assigns tender number; types and prints tender documentation; extracts potential vendors from list/ assists with additional sourcing; compiles tender package and coordinates mailing.
• Receives and summarizes tender bids in accordance with applicable policies and procedures.
• Assists in periodic/ weekly/ monthly/ annual review of outstanding purchase orders.
• Coordinate with accounts payable re adjustments/deletions/cancellations.
• Carries out routine jobs smoothly and maintains good communication with users/staff.
• Makes sure daily operations follow proper purchasing procedures.
• On-going learning in the areas of sourcing skills, bargaining skills and communication skills.
• Applies work ethic in accordance with appropriate purchasing-related regulations, e.g. Independent Commission Against Corruption (ICAC) regulations.
• Follows policies and procedures within the Purchasing Department in the areas of receiving, storage and issuance.Ensures routine operations under control.
• Operates standard office equipment including various computer software (word processing, e-mail, spreadsheets, photoshop, etc.), photocopier and fax machine.
• Maintains a good understanding in relation to the job nature.
• Maintains a proper inventory environment to reduce spoilage and damage of goods.
• Maintains a good relationship with suppliers to obtain best quotes / prices / updated market information for the School.
• Understands stock availability and price levels in the market.
• Performs other comparable duties as assigned which are within the area of knowledge and skills required by the job description.

Requirements:

• Diploma holder or above in Purchasing or Business Administration. 
• Experience in the purchasing field is preferable.Good sourcing network with product knowledge.
• Good organizational, interpersonal and communication (oral and written) skills in English and Chinese (Cantonese and Mandarin).
• Working knowledge of office procedures and standard office equipment including personal computers and office software.
• Knowledge of appropriate purchasing related regulations, e.g. Independent Commission Against Corruption (ICAC) regulations.ORan equivalent combination of training and experience

Desirable Qualifications & Experience:

• Diploma holder or above in Purchasing or Business Administration is preferred
• Minimum of 1 year's relevant working experience
• Able to work independently and meet tight deadlines
• Responsible, reliable and multi-tasking is a must
• Good communication skills, polite, organized, ability to work efficiently and independently under pressure
• Cheerful and positive
• Perform other ad hoc duties as assigned
• Proficient in Microsoft Office (Word, Excel, Chinese Word Processing) and related Purchasing System

Application Procedures:

Please include a covering letter, a detailed résumé, expected salary, the names and contact information of three references and send by email.

Candidates should note, however, that in the event outstanding applicants are identified early for any of the above position(s), CDNIS reserves the right to make an appointment before the closing date. For this reason, it is important that interested candidates apply as soon as possible.

Successful candidates will be short-listed and will be contacted for interviews.

All enquiries should be directed to the attention of

Human Resources Department
The Canadian International School of Hong Kong
36 Nam Long Shan Road
Aberdeen
Hong Kong

or by fax to (852) 2577 3959 or by email.

Personal data is collected and used for recruitment purposes only. 

ITFCP Statement of Commitment

Aligned with the recommendations of the International Task Force on Child Protection, we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection.