Full job description

About the job Purchase Officer

City University Ajman is seeking a detail-oriented and proactive professional to join its team as a Purchase Officer. The successful candidate will be responsible for managing the procurement process efficiently, ensuring accurate purchase order processing, supplier coordination, and cost-effective purchasing practices. This role plays a vital part in supporting university operations through timely sourcing, negotiation, and procurement of goods and services in line with institutional policies.

Responsibilities:

• Responsible for the accurate entry, proofing, maintenance, and submission of purchase orders based on received requests and management direction.
• Maintain a superior level of accuracy while creating and verifying purchase order information, including correct product costing, specifications, and delivery instructions.
• Conduct market research to identify potential suppliers and evaluate their suitability for specific products or services.
• Obtain a minimum of three best-negotiated quotations for each requested item in line with procurement guidelines.
• Negotiate with suppliers on pricing, terms, and conditions of sale to ensure cost-effectiveness.
• Review and evaluate bids received from suppliers based on price, quality, delivery terms, and other relevant factors.
• Conduct physical visits to supplier locations to verify quoted products when required.
• Post issuance of purchase requisitions and orders, coordinate with suppliers regarding order status and delivery timelines.
• Resolve changes and discrepancies, and update purchase order information accordingly.
• Maintain accurate purchase order records and generate reports to highlight high-cost areas and spending trends.
• Provide monthly consumption reports with proper documentation.
• Receive approvals for all impending maintenance work in alignment with the colleges policies and procedures.
• Maintain updated supplier contacts and price lists.
• Communicate professionally and courteously with internal employees to resolve order-related issues and obtain order acknowledgements.
• Recommend improvements to purchasing procedures to enhance efficiency and reduce operational costs.
• Attend meetings as required.
• Perform other related tasks and duties as assigned by management.

Qualifications:

• Bachelors degree in Business Administration, Supply Chain Management, Procurement, or a related field.
• Proven experience in purchasing, procurement, or supply chain operations.
• Strong negotiation, vendor management, and market research skills.
• High attention to detail and accuracy in processing purchase orders.
• Strong organizational and time-management abilities.
• Excellent communication and interpersonal skills.
• Knowledge of procurement policies, procedures, and documentation standards.
• Experience in educational or institutional procurement is an advantage.

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