The International University of Science & Technology in Kuwait (IUK) is a newly established private university in Kuwait, with a new campus located in the heart of Kuwait near the Avenues Mall. Fully accredited by the Private Universities Council (PUC), the University offers a wide range of academic programs in Engineering, Business, and Arts and Social Sciences. In addition to the academic programs, the IUK has established the University Foundation Program (UFP) that offers English and Math foundation programs.
Position Summary:
The Purchasing Officer is responsible for supporting the University's procurement activities by ensuring the timely, efficient, and cost-effective acquisition of goods and services. The role involves processing purchase requests, obtaining quotations, coordinating with suppliers, maintaining procurement records, and ensuring compliance with organizational policies and procedures. The Purchasing Officer works closely with internal departments and vendors to support the University's operational needs while maintaining quality, accuracy, and value for money.
Responsibilities:
- Process purchase requisitions and prepare purchase orders in accordance with the university's procurement policies, and approved procedures.
- Obtain quotations from approved suppliers, evaluate bids based on cost, quality, delivery, and prepare comparative analyses for management review.
- Coordinate with vendors and suppliers regarding quotations, purchase orders, deliveries, invoices, and payment-related matters to ensure smooth procurement operations.
- Conduct market research to identify new suppliers, products, and services while benchmarking pricing and market trends to achieve best value.
- Maintain and regularly update supplier databases, procurement records, contracts, purchase orders, quotations, and all supporting procurement documentation.
- Monitor the status of purchase orders and follow up with suppliers to ensure the timely delivery of goods and services in accordance with agreed schedules.
- Assist in negotiating pricing, payment terms, delivery schedules, warranties, and service agreements to maximize value and operational efficiency.
- Verify that all procurement documentation is complete, properly authorized, and supported by the required approvals prior to processing.
- Coordinate with requesting departments to clarify procurement requirements, specifications, quantities, and delivery timelines.
- Support inventory control and asset management by coordinating the receipt of purchased items, maintaining inventory records, and assisting with stock verification when required.
- Prepare procurement reports, expenditure analyses, supplier performance reports, savings reports, and other management reports as requested.
- Assist in resolving procurement-related issues, supplier disputes, delivery delays, quality concerns, and contract performance matters.
- Monitor supplier performance and recommend improvements, corrective actions, or alternative suppliers where necessary.
- Identify opportunities to improve procurement processes, standardize purchasing practices, reduce costs, and enhance operational efficiency.
- Update and maintain all procurement documentation, purchase orders, supplier quotations, contracts, invoices, and related records on the organization's shared Drive to ensure complete audit readiness.
- Maintain strict confidentiality of procurement information, supplier pricing, and contractual terms.
- Coordinate with the Finance Department to ensure accurate invoice reconciliation, payment processing, and resolution of procurement-related financial queries.
- Perform any other procurement, purchasing, or inventory duties assigned by management in support of the school's operational requirements.
Education
- Bachelor’s degree in Business Administration or a related field.
Experience
- 3–5 years of experience in purchasing, procurement, or supply chain operations, preferably within an educational institution or similar environment.
Technical Skills
- Proficiency in procurement and ERP systems.
- Good knowledge of purchasing procedures and procurement best practices.
- Understanding of procurement regulations and compliance requirements in Kuwait.
- Strong analytical and organizational skills.
- Proficiency in Microsoft Office applications, particularly Excel.
Behavioral Skills
- Strong negotiation and vendor management skills.
- Attention to detail and accuracy in processing procurement transactions.
- Ability to prioritize tasks and manage multiple assignments effectively.
- Strong problem-solving and decision-making abilities.
- Effective oral and written communication skills.
- Ability to work independently and collaboratively within a team environment.
- Ability to work under pressure and meet deadlines.
