DescriptionThe Procurement & Inventory Coordinator is responsible for the coordination of Reena inventory and provision of tactical and administrative assistance/support to the Procurement Department. They will be responsible for most low-risk/ low value transactions and purchasing-related tasks within the Procurement Department and also manage all relevant inventories and inventory storage spaces across Reena. They will also act as a designated back-up for the Procurement Coordinator II when required.
The Procurement & Inventory Coordinator will also liaise with cross-functional teams within the organization, suppliers and external stakeholders on a regular basis to actualize Reena's immediate and long-term business goals.
The position will aid the Procurement team in fulfilling its' own goals and objectives that will align with and support Reena, Reena Foundation and Batay Reena and each of the organizations' missions, mandates and goals.
Key ResponsibilitiesProcurement and Administration Responsibilities
• Researches suppliers and initiate business and organization partnerships
• Negotiates with suppliers to secure advantageous terms that offer value to Reena
• Reviews purchase requests for accuracy and adhere to procurement processes
• Coordinates receipt of goods or appropriate vendor/subcontractor information
• Issues of Purchase Orders, Subcontracts, ordering of necessary goods and services
• Finalizes purchase details of orders and deliveries and examines and manage existing contracts
• Tracks and reports key functional metrics to reduce expenses and improve value
• Collaborates with the Procurement Team and cross-functional teams to achieve project or operations-led business objectives
• Mitigates procurement risks through a thorough review of the procurement process and identify potential issues through the analysis of data and prepare control strategies
• Manages issues and perform risk management analysis of all purchases and transactions
• Controls spend and build a culture of long-term savings on procurement costs
• Proactively solidifies relationships through systematically building a solid foundation of mutual understanding and trust.
• Involves working to uncover the real underlying concerns and needs of contacts, e.g., community partners, stakeholder groups
• Supports the Procurement Coordinator with Fleet, facility and project management duties
• Perform other duties within the Procurement Department as assigned
Inventory Responsibilities
• Leads and documents periodic cycle counts of organizational inventories across storage locations
• Inputs periodic count data into inventory management system and distribute reports periodically
• Partners with the procurement, finance, program, property, transportation and IT teams to manage inventories and correct inventory discrepancies.
• Traces inventory discrepancies physically and collaborate closely with respective teams to reconcile inventory discrepancies
• Ensures inventories are stored in the correct designated areas and implement best inventory management practices (5S, Kanban, FIFO).
• Maintains accurate documentation of the inflow and outflow (disbursements or disposals) of inventories across all storage locations
• Coordinates the movement of inventories across locations with respective teams based on business requirements and safety standards
• Advises respective functional teams of low-in-stock inventories and process replenishment of inventory levels at reorder points and when required.
• Good knowledge of inventory management methods, Procuracy and Microsoft Office Suite
• Other related duties as assigned/required
Skills, Knowledge and ExpertiseQualifications
• 1-2 years' relevant experience in Purchasing, Inventory Management, Project or Facility Management required
• Minimum College Diploma in Business Administration, Supply Chain Management or equivalent required
• Must posses a G license in good standing, access to a vehicle and ability to travel between locations as required
• Excellent problem-solving skills with the proven ability to manage complex assignments, stakeholders or situations
• Self-motivated with critical attention to detail, deadlines and reporting
• Independent thinker capable of taking initiative and finding solutions for challenges
• Strong ability to build relationships both internally within different departments and externally with suppliers.
• Strong written and communication skills – especially in delivery reports and addressing a wide audience
• High degree of proficiency in MS Office applications, internet applications and research abilities
• Working in the not-for-profit sector considered an asset
Creative Problem Solving, Decision Making and Initiative
• Thinks “outside the box” to identify new solutions.
• Ability to evaluates alternatives solutions and identifies and acts on the optimum course of action.
• Ability to think imaginatively in order to develop creative solutions or options.
• Ability to manage multiple priorities successfully and well organized with keen attention to detail.
• Able to prioritize multiple assignments, meet strict deadlines.
Interpersonal Skills, Respect and Conflict Resolution
• Excellent communication skills, verbal and written.
• Takes personal responsibility for resolving service issue in a timely manner.
• Produces good results when working with others by displaying tact, cooperation, sensitivity and respect for the opinions and situations of others and their culture.