Procurement Service Officer - Generous Compensation

SERVICE OFFICER

JOB DESCRIPTION

Location: The British International School Kuala Lumpur

Job Purpose: Everything we do is connected to our vision to create a generation of resilient and creative global citizens, who will change our world for the better. By joining a Nord Anglia Education school as a Service Officer, you’ll be responsible for providing administrative support for all areas of Procurement, Catering, Events, Transport and Trips.

Reporting To: Head of Operations

Direct Reports: Head of Department

Other Key Relationships

Internal: Service, Facilities, Finance Team & School Staff

External: Parents, Vendors, Bus & Canteen Operators

Key Results Area

Engagement And Interaction – School Ambassador To Internal Community

Procurement

o Ensure the school purchasing procedures are followed.

o Ensuring that a Purchase Requisition is obtained for all requests and a Purchase Order is created within the timeline (as per Finance flow chart). Billing of PO essential to lock the respective budget on the system.

o Ensure appropriate record keeping takes place.

o Beware of supplier lead-times.

o Ensure effective communication and liaison with the finance team and requester.

o Ensure asset tagging procedures are complied with the FAR policy.

o Regular review of policies and procedures.

o Invoices must be obtained in the correct fashion as per the Finance Department's requirements. Ensure that all correct documents are forwarded to the Finance Department for processing of payment.

o Maintain electrical and manual filing systems

o Delivery of KPIs on turnaround time for requisitions and delivery of items/services

o Timely resolutions of issues

o Timely reply to emails

Catering

o Follow up with caterer pertaining to the menu approval in a timely manner.

o Facilitate lunch menu communications to parents of younger students and return to caterers in a timely manner.

o Ensure all catering staff wear ID badges. Prepare ID tags as and when required.

o Ensure that staff listing is updated in the Service file.

o Ensure that all staff have a police clearance/ Certificate of Good Conduct/ work permit/ passport copy or IC copy on file.

o Coordinate arrangements for administration staff lunches during term breaks.

o Update Google tracker for the numbers to cater for.

o Ensure menu for Primary and Secondary are uploaded on the school website.

o Update Google sheet on a daily students’ attendance to facilitate the preparation of lunch by the caterers. Monthly updates are also required for billing purpose.

o Conduct regular meetings with caterers.

o Update event tracker google document on events whereby catering services was provided for easy reference and follow up.

Events

o Facilitate the arrangements with the academic staff concerned.

o Liaising with the catering services for the necessary refreshments etc. for the event

o Liaising with the bus operator or any other supplier to ensure smooth organisation of event

o Follow up on invoices and timely payment.

o Update google document on event and finance issues.

o Follow up with academic staff and Facilities on requirements, if necessary

o Ensure that the event runs smoothly on the day.

Transport

o Manage and oversee school bus contractors allocated to you

o Duties to supervise and record timely entry of morning buses in school and to ensure evening buses depart school by the stipulated timing.

o Follow up on any missing students from the gym during evening duties.

o Ensure the school bus transportation policy is followed

o Acknowledge immediately and provide a full response to any parental queries or concerns within 24 hours. Follow up, when necessary.

o Ensure salesforce is fully updated at all times and maintained.

o Update contact details for each parent based on operators on google document

o Ensure appropriate record keeping takes place for all bus staff and vehicles.

o Regular review of policies and procedures.

o Manage weekly meetings with operators and prepare minutes for the bus operators. Ensure that all necessary issues are highlighted.

o Prepare ID tags for bus staff as and when required.

o Ensure that all bus staff have a police clearance or Certificate of Good Conduct.

o Ensure timely payment and update file on payments for bus operators.

Trips

o Coordinating trips will include transport booking, venue booking, meals catering, purchase of travel insurance, risk assessment including any other requests from the academic staff.

Personal Specifications

o Strong proficiency with Microsoft Word, Excel and PowerPoint for producing reports and presentations if necessary.

o Good cross-cultural, interpersonal and communication skills to interact with diverse nationalities and cultures.

o Excellent analytical skills – with the passion and drive to demonstrate and quantify success.

o Results orientated with the ability to consistently map efforts against identified KPIs.

o Excellent time management skills and flexibility in dealing with multi-functional tasks.

o Take ownership for requesting feedback from others in a timely fashion.

o Perform miscellaneous job-related duties as assigned or other duties as deemed necessary by Supervisor.

Personal Attributes

As our teammate, here’s what we expect:

o High levels of personal integrity

o Conscientious and able to focus on completing work to a consistently high standard

o Flexible and positive approach to work

o Excellent organisational and time-management skills; high attention to detail

o Ability to work to tight deadlines and able to prompt others to ensure deadlines are achieved

o Adaptable to working in a fast-paced, ever-changing environment

o Ability to work under pressure and remain calm and patience

o Proactive and willingness to take on multiple tasks

o Self-motivated and enthusiastic

o Ability to work independently

o Must be a team player, willing to help and be flexible

o Continually strive for improvement

Create Your Future

We’re Nord Anglia Education, the world’s largest premium international schools organisation. Every day, our teachers and support colleagues help our thousands of students achieve more than they ever imagined possible.

A transformational education at one of our schools is focussed on excellent academic outcomes, creativity, wellbeing, and international connectedness. Our innovative use of educational technology also creates a personalised, 21st century learning experience for all students, while our global scale means we can recruit and retain the world’s best teachers and offer unforgettable events and expeditions.

Our people are empowered to make a difference in their fields of expertise. Our fast pace of growth requires evolution and change from everyone, giving you the chance to define the role you do in the future. This challenges the learning agility of our employees and ensures every day brings interesting new experiences.

Founded in 1972 in the United Kingdom, our first international school opened in 1992 in Warsaw, followed by rapid growth across the world since the 2000s.

When you join our team, you’ll become part of a global family of experts working for a fast-growing premium international brand.