Procurement Officer - SPARK Schools Support - 2023
SPARK Schools, South Africa
Job Description
Watch our Vision Video: https://www.youtube.com/watch?v=hOU0TYnNsZo
Take a tour of our Website: https://sparkschools.co.za/
SPARK Schools is a social impact disruptor and is leading change in the education space through its network of affordable private schools. The SPARK Schools network provides transformational education innovation through Africa’s first blended learning model, which elevates student achievement and provides the tools teachers need to serve their students effectively.
The blended learning model, which combines classroom teaching and online instruction, allows teachers to anticipate student needs and equips schools to provide personalized education at an affordable cost. SPARK Schools is pioneering this transformative education model to ensure the accessibility of university and careers for all.
SPARK Schools is a high growth, mission and values-driven entrepreneurial organisation, operating 20 primary schools, 4 high schools and serving over 15,000 families in 2023. We are looking for dynamic people to join our team.
Purpose of Role:
The Procurement Officer is responsible for the efficient acquisition of goods and services to enable SPARK Schools to deliver on its mission and vision. With a good understanding of SPARKs needs, available budget and cash, and market trends, the Procurement Officer is responsible for sourcing suppliers, negotiating contracts, and ensuring timely delivery of goods and materials across the various schools. Their attention to detail must enable them to optimise costs without compromising on quality, and on-time in-full resourcing of the schools. As a vital link between vendors and internal stakeholders, the Procurement Officer's primary objective is to streamline procurement processes, maintain supplier relationships, and foster a transparent and competitive procurement environment. The Procurement Officer is responsible for enforcing rigorous governance standards, adhering to all relevant policies, regulations, and ethical guidelines to ensure transparency, fairness, and accountability throughout the procurement process. Their commitment to robust governance practices helps mitigate risks, prevent conflicts of interest, and foster a trustworthy environment for both internal stakeholders and external suppliers.
Reports To: Procurement Manager/CFO
Responsibilities:
- Fully understands and seeks to optimise the resourcing requirements of the schools and support team
- Works with relevant stakeholders to coordinate and maintain an up-to-date codified school blueprint, product specifications and any other documents that govern the procurement needs of the schools and the broader business
- Identifies opportunities to improve cost efficiency through adjustments to blueprints / product specifications and works with stakeholders to build alignment on the proposed changes
- Runs the end-to-end tasks required to efficiently and professionally procure and deliver the resources needed for the business
- Plans the annual procurement cycle - ensuring that items will be procured to enable cost efficiency and on-time, in-full delivery to all schools and the Support Office
- Identifies potential suppliers
- Invites suppliers to submit quotes, proposals and or tenders - depending on the nature and expected value of procurement
- Evaluates bids
- Sets in place an objective evaluation rubric for large orders
- Assesses bids based on commercial terms, delivery terms, governance requirements and other relevant factors
- Coordinates internal stakeholders who are required to evaluate specific bids
- Negotiates for better terms for SPARK: price, payment terms, discounts, delivery schedules, etc
- Arranges for samples, testing, and evaluation of new products.
- Sets up orders
- Requests approvals for orders - tracks the timely approval, and responds to queries raised by stakeholders on approvals requested
- Shares purchase orders with suppliers
- Tracks delivery of items
- Ensures deliveries adhere to supplier agreements and contracts and reports non-conformances
- Liaises with suppliers in order to resolve shortages, missed or late deliveries, and other problems.
- Works with internal stakeholders to mitigate the impact of late deliveries on scholar learning, stakeholder experience and general operations
- Collects and submits delivery notes, invoices and statements, and any other documentation that may be required from time to time
- Supports schools teams, finance and other internal stakeholders in obtaining the required documentation and resolving any administrative and or account queries with suppliers
- Ensures that internal stakeholders are updated, at all times, on the status of all or