Procurement Controller Tempo Inteiro

The Aga Khan Academy is seeking a Procurement Controller.

Reports to: Head of Finance and Compliance

Job Purpose: To purchase high quality goods and services for the Academy at competitive terms and prices

Key Objectives

• Processing LPOs and timely placing of orders.
• Identify reliable suppliers of goods and services and give feedback to section heads.
• Monitor prices and terms with suppliers as well as evaluate quality of products supplied.
• Coordinate with the stores to ensure optimum stocks are maintained.
• Coordinate logistics to ensure timely delivery for importation of goods in conjunction with the transporter and clearing agents.
• Prepare RFP and RFQs for capex projects according to specifications provided by Facilities team.
• Perform Market surveys to find solutions that are adequate for the Academy needs.
• Assist the sections heads to source services providers for Annual Maintenance/Service Contracts as required.
• Analyze the purchasing system and recommend ways to enhance efficiency, good quality and discounts.

Objectives 

• Processing LPOs.

Label Key Result Areas 

• Resolve all purchase requests and forward them for approval.
• Ensure that all emergency orders are given a priority.
• Printing and timely issuing of LPOs to suppliers or section heads.
• Ensure the physical copies of LPOs are approved by authorized persons before sending to suppliers.

Key Performance Indicators

• No unresolved valid requests within 24hrs.
• No delayed unexplained emergency orders.
• Approved LPOs issued to suppliers or section heads within 24 hrs.
• No unauthorized LPOs sent to suppliers.

Objectives 

• Identify suppliers.

Label Key Result Areas 

• Identifying suppliers of different products to enable price and quality comparison.
• Notify user department of any shortages/seasonal changes in the market and advice on substitute products.
• Specify to suppliers on Academy’s quality standards and designs of products.
• Advice users on moderation of quantities to purchase.
• Close liaison with the receiving clerk and stores personnel to monitor deliveries of items.
• Periodic visits to suppliers premises to access hygiene standards.
• Closely monitor change in standard to ensure old stocks are exhausted before buying new ones.
• Attending trade exhibitions and trade fairs.
• Ensure the correct Store/Cost Centre is used at the time of raising LPOs.
• Review slow moving/ dead stock on a monthly basis.

Key Performance Indicators

• Alternative suppliers for each product or substitute.
• No undisclosed supply shortages of products.
• No uninformed suppliers on quality for orders done by the purchasing officer.
• No overstocking.
• Timely follow-up on supplier’s inefficiency.
• No suppliers with poor hygiene standards at their premises.
• No wastage/careless purchasing of items.
• Continuous feedback on new products and suppliers in the market.
• No errors in choosing cost centers.
• No overstocking

Objectives 

• Price negotiation.

Label Key Result Areas 

• Obtaining updated price lists from suppliers.
• Price comparison of items locally purchased, (competitor analysis with other organizations).
• Compare supplier’s prices in FIS before placing orders.
• Produce and share monthly purchasing reports to the heads of departments and HoFC.

Key Performance Indicators

• No unexplained errors in LPO prices.
• Price comparison report after every 3 months.
• No unexplained price deviations.
• Report sent by 6 th of each month.

Objectives 

• Coordination with stores.

Label Key Result Areas 

• Coordinate with stores to ensure optimum stocks are maintained.
• Obtain feedback from stores and receiving concerning quality, expiry date and deliveries.
• Carry-out daily spot checks at the Stores and receiving.
• Liaise with Head Storekeeper for fortnight meetings with stores and receiving staff.

Key Performance Indicators

• No over or under stocking in stores.
• Daily spot checks at stores and receiving.
• No overstocking.
• No uncommunicated issues.

Objectives 

• Analyzing purchasing system.

Label Key Result Areas 

• Analyze the purchasing system and recommend ways of enhancing efficiency such as quality and discounts.
• Effective proactive liaison with departments to ensure their requirements is met timely.

Key Performance Indicators

• Savings on purchasing costs and quality materials.
• No complaints from heads of departments concerning our internal purchasing system.

Objectives 

• Raise capex’s.

Label Key Result Areas 

• Ensure all capex have 3 quotations attached as per Academy policy.
• Check to ensure the account code used on the capex is correct.
• Follow up on pending capex to ensure they are approved.
• Raise transfer/capex disposal forms.
• Coordinate logistics for all imported products to ensure they are received and cleared in good time without incurring unnecessary expenses.

Key Performance Indicators

• Capex raised have proper comparisons.
• No wrong account codes used.
• No unknown pending capex’s.
• No pending capex/asset disposal forms.
• No unexpected delays in receiving imported products.

Application Procedure

Please submit a full application package to Recruitment.Maputo@agakhanacademies.org.

The application package must include:

• CV.
• Concise covering letter (no longer than two pages), specifically linking how your qualifications, experiences and attributes will position you to be successful in the role.
• List of 3 references.

We are only able to contact shortlisted applicants. In the event that outstanding applicants are identified early in the search process, we reserve the right to close the process before the published deadline. For this reason, it is important that interested candidates apply as soon as possible.