Central Procurement Coordinator

ABOUT US

The English Schools Foundation (ESF) is the largest English-medium international school organisation in Hong Kong. Our 22 schools and comprehensive programme of extra-curricular activities bring out the best in every student through a personalised approach to learning and by inspiring curious minds.
There are over 18,000 students from 75 different nationalities in ESF kindergartens, primary, secondary and all-through schools. About 70% of our students have parents who are permanent residents of Hong Kong.
ESF is proud of the high academic and wider achievements of our students. In 2020, 22 ESF students achieved the perfect score of 45 points in the IB Diploma examinations; more than 95% go on to leading universities worldwide.

ABOUT THE TEAM

South Island School is a dynamic, innovative and forward-looking school located in a green setting on the south side of Hong Kong Island. It caters for 1,440 students from around 40 different nations. The school prides itself on a strong values-based philosophy, an international outlook, a personalised curriculum and very high academic standards. There is a focus on the development of students’ personal qualities, fostering a skill set which is creative and contemporary and which develops community responsibility under the banner ‘Making a Difference’. The school is inclusive and makes excellent provision for students with a range of individual needs.
The school is authorised by the IBO to offer the MYP (Years 1-3), the IBDP, and the IBCP.

JOB DESCRIPTION

Responsibilities

The below are the general duties that are included but not limited to:

Procurement:

• Support operational needs of the School and oversee whole school procurement requests
• Ensure all School’s purchase orders are properly input into the e-PO system and in compliance with the ESF/School Policies
• Ensure that all services are being delivered according to the agreed service standard and quality
• Liaise with the uniform supplier to ensure uniform items are available in time and establish the online sales logistics with the supplier
• Organize regular meetings with service providers (e.g. cleaning, security, catering, school bus), take minutes for the meetings and monitor the follow-up actions
• Conduct random and surprise checks on the service quality
• Assist staff in sourcing the best value and high-quality merchandise and manage the shipping logistics
• Oversee and manage the SIS stationery shop daily for student purchases
• Provide on-site support to students, parents and staff on any bus/uniform and procurement-related issues

Tender Administration:

• Work with the ESF Procurement team in compiling school tenders
• Administer the tender process to ensure compliance

School Bus Administration:

• Station at the school carpark before the start and at the end of school to supervise school bus arrival and departure
• Manage school bus bookings, liaise with school bus service provider and update the school bus calendar
• Collaborate with school bus service provider on matters relating to bus routes, service standards, staffing issues and possible improvement ideas
• Conduct regular checks on bus licenses, driver licenses, bus insurance coverage, general safety, etc. and keep a proper register for all checks
• Handle enquiries and complaints from parents and students in a timely and efficient manner and keep a proper registry of all complaints

General Administration:

• Handle any other duties assigned by the Line Manager(s)

Requirements

• Higher Diploma/Certificate Holder
• 2 years of relevant working experience
• Bilingual: Fluency in both written and verbal English and Chinese is essential
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Strong collaboration, and organization skills in working effectively with internal and external parties
• Effective and confident communication with teachers, parents, students, and external providers
• High initiative, a positive and engaging personality
• Detail-oriented and with a strong memory to facilitate multitasking
• Capable of taking up assignments independently with minimum supervision

Applicants must possess a permanent Hong Kong resident or possess a valid visa to work in Hong Kong.

Applications will be reviewed on a rolling basis and offers may be extended prior to the job closing date.

By applying for this position, your application may be considered for other opportunities within ESF.

ESF is an Equal Opportunities Employer

The English Schools Foundation (ESF) is fully committed to providing equal employment opportunities. ESF will not discriminate on the basis of age, race, colour, gender, marital status, sexual orientation, gender identity, pregnancy, national origin, religion, veteran status, physical or mental disability, genetic information, creed, citizenship or any other status protected by local laws or regulations.

Personal data provided by job applicants will be used strictly in accordance with the ESF's Personal Data Policy, a copy of which will be provided upon request.

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.