Ø  Manager Procurement & Inventory at The Lyceum - A Level College, Clifton, Karachi (January, 2022 - Present)
Procurement Role:
·         Stationery and printing supplies (paper, panaflex materials and RFID)
·         IT equipment supplies (hardware & software)
·         Janitorial consumables (tissues, chemicals, and detergents for cleaning and laundry)
·         Chemicals and equipment for Science laboratories (Physics, Chemistry & Biology)
·         FMCG products and general order procurement (for the Food & General stores)
·         Electronics articles (i.e., refrigerators, air conditioners & water dispensers etc.)
·         Contracts and ready orders (for all manufacturing, services, constructions and maintenance related to the property, including i.e. air conditioners, generators, UPS systems, solar panels and all official vehicles)
Job Description/Core Responsibilities:
·         Create/approve POs - purchase orders, job orders, dispatch advice, advance payment request, RFQs - request for quotation & CS - comparative statement.
·         Negotiation with supplier for the minimum possible price. Searching OEM. Importer/distributor/manufacturer for price comparisons.
·         Follow up purchase orders, GIR, GRN, RR and SRN for timely payment of suppliers, contractors etc., as per company procedure and policy.
·         Dealing with transporter for the prices and proper handling of goods till destination.
·         Prepare monthly outstanding indent status & present to management.
·         Follow-up & collection bills & sales tax invoices. Facilitate internal/external auditors for audits, managing inventory levels considering buffer stock lead time.
·         Preparing reports on a daily basis, fortnightly, monthly & yearly for price variation and stock level.
·         Coordination with suppliers for timely delivery of materials.
·         Plan everyday tasks in coordination with the procurement team.
·         Responsible for the preparation of payment/look after all accounts payable.
·         Coordination with suppliers & finance department for timely payment of suppliers.
·         Liaison and inter-departmental coordination on procurement as well as GST, budget & income tax matters.
·         All types of purchases are currently made using the E-procurement system.
·         Currently using ILMVERSITY - Material Controls (Beta version) for making all related procurement documents ie., purchase requisition, purchase orders, cash/credit memorandum invoices and other different type of reports.
·         Making effective negotiations with suppliers for obtaining the best prices.
·         Regular monitoring of stock purchase requisition liaison with the inventory department to ensure that inventory levels are within budgeted targets.
·         Ensure procurement of different articles required by all departments specially all store related items.
·         Conduct weekly market surveys and meetings with new sources of purchasing to understand the current market trends and explore new locations of purchasing and availability of quality materials for cost effective purchasing without compromising on quality standards.
·         Ensure that all purchases confirm the required standard of quality and are procured at the most competitive prices in the stipulated time within the budgeted price .
·         Ensure that all formalities for the variance have been completed before placing the final order.
·         Ensure proper documentation of all purchasing transactions as per company policy and procedure.
·         Ensure timely delivery with close follow-up with the supplier.
·         Arrange crisis purchases on a priority basis for the smooth running of the company’s operations.
·         Internet browsing, research, emailing & outlook regarding procurement procedures etc.
Inventory Role:
·         Maintain a par-level inventory management system for groceries and general stores.
·         Ensure office supplies are in stock at all times, including stationery and office consumables.
·         Design and implement an inventory tracking system to optimize inventory control procedures.
·         Examine the levels of supplies and raw materials to determine shortages.
·         Conduct periodic physical inventory checks and responsible for inventory checks and balances.
·         Document daily deliveries and shipments to update inventory.
·         Prepare detailed reports on inventory operations, stock levels, and adjustments.
·         Perform daily analysis to predict potential inventory problems.
·         Order new supplies to avoid inefficiencies or excessive surpluses.
·         Streamline overall inventory functions.
·         Maintain and digitize inventory and stock.
Serving an additional role in administration;
Admin Role:
·         Assist with the organization of conferences, seminars, events, meetings and other field activities for admin and related work.
·         Maintain/check vehicle log books.
·         Supervise the support staff and drivers and assign duties and follow-up to ensure that department objectives are achieved.
·         Ensure that fleet/ transport operations are carried out in compliance with the operations manual.