Director for Purchasing  

Job description may be updated.

Oversees the University’s overall sourcing and procurement strategy of all products and services required by the University. The Director is responsible for finding, obtaining, and negotiating competitively priced resources that provide the most value.

Main Duties and Responsibilities:

1. Strategic Leadership

• Keeps abreast of the latest trends in supply and procurement management, and trends surrounding the resources commonly obtained by the University.
• Keeps track of updates and developments within the University, and anticipates wide-scale services and large scale purchases of goods that will be needed by the University.
• Builds and sustains strategic and mutual partnerships with key stakeholders within the University and suppliers and vendors of goods and services.

1. Procurement Management and Evaluation

• Continuously identifies and evaluates opportunities to source better or more affordable providers of goods and services, which shall provide an optimum balance of cost, quality, and supplier and vendor service.
• Reviews and approves all purchasing activities ensuring alignment with University policies, budgetary guidelines, and strategic objectives.
• Oversees the planning, implementation, and evaluation of the bid and awards process for major projects of the University and grants granted to the University, in collaboration with the requesting units and the process owners
• Oversees the dispute resolution process of major transactions, especially on major improvement and major construction.

1. Logistical Services

• Manages the process of reallocating and disposing of University-owned movable assets, such as equipment, furniture, and vehicles.

1. Office Management and Development

• Sets the Office’s strategic goals, metrics, and policy directions, ensuring that they are aligned with the University’s overall direction.
• Oversees the formulation, administration, and evaluation of Office policies and systems, and provides inputs for the development of general cluster policies
• Continuously monitors and evaluates the Office’s processes, systems, and practices to ensure the quality and timeliness of service delivery, operational efficiency, adaptiveness of programs, and risk mitigation and management.
• Oversees the preparation of a comprehensive budget that would support the objectives and operations of the Office.
• Conducts financial needs assessment, forecasting expenditures, and identifying areas for budget allocation.
• Ensures that the Office operates within the approved budget and that generated funds are administered according to University guidelines.
• Identifies and manages funding agencies ensuring the sustainability of the Office’s services.
• Determines the staffing requirements of the Office for organizational management and program delivery, and oversees hiring, assessment, and evaluation processes accordingly.
• Sets performance targets and conducts performance assessments of direct reports to gauge individual contributions, provides constructive feedback for growth and development, and provides development opportunities
• Ensures business continuity by institutionalizing a succession plan and career mobility within the Office.

1. Performs other duties as may be required by the immediate supervisor or any authorized representative.

Knowledge, Skills, and Abilities:

• Strategic and Operational Leadership: Demonstrates expertise in setting strategic goals and policy directions, managing budgets, and ensuring alignment with overall University objectives. Advocates and leads business sustainability practices as manifested in the procurement plans for goods and services.
• Procurement Management: Demonstrates commercial awareness to identify new sourcing opportunities and vendors. Advanced proficiency in procurement processes, including strategic sourcing, and supplier and vendor evaluation. Possesses a deep understanding of purchasing policies, market trends, and cost-saving techniques.
• Contracting and Contract Management: Demonstrates knowledge of preparing contracts, invoicing, and negotiation terms. Adept at negotiating the best possible terms.
• Logistics and Warehouse Management: Understands supply chain logistics and warehouse management.
• Vendor Management and Relations: Skilled in evaluating, selecting, and maintaining relationships with suppliers and vendors. Builds and maintains positive, relationships with vendors through consistent, respectful, and professionally beneficial interactions.
• Project Management: Proficient in managing multiple priorities and complex projects, as well as flexibility to adapt to and change new systems and methodologies
• Technological Proficiency: Experienced in utilizing productivity software, data analysis tools, and online communication platforms
• Data Gathering and Analysis: Capable of conducting thorough research and analysis to support decision-making and program development. Ability to systematically and scientifically track organization performance and progress, generating and analyzing trends and insights on purchase expenditures of the University to provide optimum service and manage costs.
• Critical Thinking and Problem Solving: Uses good judgment in the proper application of purchasing policy. Has the ability to connect patterns and see the implications of actions to other systems, and processes, analyze large-scale data, and come up with recommendations to innovate and partner changes.
• Leadership and People Management: Marked by personal integrity, demonstrates the ability to inspire and guide teams, set performance standards, and foster a collaborative work environment
• Communication Skills: Exhibits clear and effective oral and written communication skills, capable of conveying complex concepts and ideas to diverse audiences
• Time Management and Organizational Skills: Shows strong organizational abilities, manages multiple responsibilities efficiently, and adheres to systematic approaches to meet deadlines and achieve goals

Education and Experience Requirements:

• Bachelor’s Degree in Supply Chain Management, Business Administration, or Engineering is preferred but a degree in a related field is also acceptable
• At least 10 years of work experience in purchasing management
• At least 10 years of managing and developing a team, planning and budget management