Procurement Administrator

Safeguarding Statement

Taaleem is committed to safeguarding and promoting the welfare of children. We hold ourselves to a high standard of effective practices in relation to child protection and we are committed to safeguarding and promoting the welfare of children. We expect all staff to share this commitment.

All successful applicants must be willing to undergo enhanced child protection screening appropriate to the post, including various background checks including, receipt of high-quality references, proof of relevant qualifications, identification and police checks, including overseas checks. No member of staff will be able to start until these checks are complete and this process takes, on average, a month.

Are you a detail-oriented procurement professional with a passion for efficiency, vendor management, and operational excellence?

Harrow International School Dubai is seeking a Procurement Administrator to support our Procurement and Operations Department in ensuring timely, cost-effective, and compliant sourcing of goods and services.

Job Purpose

The Procurement Administrator is responsible for managing the day-to-day procurement requirements of the school, ensuring that goods and services are sourced, ordered, and delivered efficiently, cost-effectively, and in compliance with Taaleem procurement policies. The role requires attention to detail, strong vendor coordination, and effective tracking of the full procurement cycle from requisition through to delivery.

Key Accountabilities

Procurement and Vendor Management

• Manage the daily ordering of goods and services required by departments, including stationery, classroom materials, and operational supplies.
• Source items only from Taaleem-approved vendors and maintain awareness of approved supplier lists.
• Compare and evaluate quotations to ensure value for money and quality assurance.
• Negotiate with suppliers on costs, payment terms, and delivery conditions.
• Maintain positive and professional relationships with all suppliers and service providers.

Order and Inventory Management

• Ensure all purchase requests are appropriately authorised prior to order placement.
• Place and track orders in line with required delivery timelines.
• Monitor and record all incoming goods, ensuring quality checks upon delivery and resolution of discrepancies.
• Maintain accurate records and inventories of all items, including setting and monitoring reorder levels.
• Track items issued to staff and ensure all delivery receipts are documented.
• Ensure accurate record-keeping, including furniture and fixed assets.

Financial and Administrative Responsibilities

• Ensure all procurement activities align with allocated budget codes.
• Submit delivery notes and invoices to the Accounts Department promptly to facilitate timely payments.
• Monitor delayed or cancelled orders and provide suitable alternative options when necessary.
• Maintain complete and accurate procurement documentation for audit and compliance purposes.

General Support and Administrative Duties

• Provide administrative assistance to other departments as required.
• Cover reception duties during lunch or absence periods when necessary.
• Conduct daily checks as requested by the Facilities Manager to ensure compliance with regulatory requirements.
• Prepare procurement-related reports and documentation as needed.

What We’re Looking For:

Education: Bachelor’s degree in business administration, Supply Chain Management, or a related field.

Experience:

• Previous experience in Procurement, preferably within an educational or institutional environment.
• Strong negotiation skills and the ability to cultivate vendor relationships.
• Familiarity with a wide range of UAE based vendors across various procurement categories.
• Detail-oriented with excellent analytical skills.
• Proficient in MS Excel and procurement ERP tools; familiarity with Oracle NetSuite is a plus.
• Fluent in written and spoken English.
• Capable of working independently and managing tasks efficiently.
• Preferred familiarity with procurement regulations and practices in Dubai.

Attributes:

• Demonstrates a proactive mindset, taking initiative to address tasks and challenges efficiently.
• Team spirited and committed to collaborate with cross-functional teams to understand their procurement needs and provide appropriate support and solutions as needed.
• Strong analytical skills and a keen sense of time management.

School Values and Behaviours

All staff are expected to conduct themselves in line with the School’s values which are: Courage, Honour, Humility and Fellowship. While the School’s values set out what matters most to us, the behaviours below are intended as a shared set of expectations to refer to, and standards to aspire to, in our dealings with others. They are the practical application of our values.

COURAGE

• We remain optimistic and purposeful in a disrupted world.
• We take responsibility for our decisions, even the hard ones.
• We always challenge poor behaviour in ourselves and others.
• We are open to new ideas, and seek fresh challenges.

HONOUR

• We keep our promises.
• We act with integrity – doing the right thing, even when it is difficult or when no one is watching.
• We respect and value our traditions whilst setting them in the context of today.

HUMILITY

• We work hard to serve others within the School and across our wider communities where possible putting their interests before our own.
• We give and seek honest and appropriate feedback, reflect on our failures and learn from them.
• We support each other through challenges and whatever the outcome, we celebrate those that took part.

FELLOWSHIP

• We respect each other and value our differences, knowing that we are more effective and more resilient working together.
• We are kind and inclusive; we value the contribution that each of us makes.
• We role model the behaviours that we would like to see in others; we ask only of others what we would be prepared to do ourselves.

Equality, diversity and inclusion are values that are important to us at Taaleem. We believe in diversity of thought and actively welcome everyone regardless of their background to bring their valuable and relevant skills to our community.

Note: It is an offence to apply for the role if you are barred from engaging in regulated activity relevant to children.