Procurement Assistant

About GESS

As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.

We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.

GESS is looking to recruit a temporary staff to cover work in the school shop over the busy summer period.

This role is remunerated at an hourly paid part time role with S$20/hour.

Job Purpose

Provide full support of Procurement summer projects and daily operation.

Support tender and sourcing related tasks.

Conduct receiving for goods delivered to school.

Delivery and stock in.

Key Accountabilities

Procurement

Report to Procurement Manager

Place purchases on the school ERP system as required.

Support tenders and summer projects

Sourcing items for price comparison

Good communication with teachers, students, and parents, and answer all the queries, including replying emails

Comply all GESS Health and Safety regulations, Code of Conduct and all related Policies in the School environment.

Receiving and SOPs

RCP all items delivered to the school and arrange for requestors collection and/or delivery when necessary.

File all required documents.

Stock in items in a timely manner.

Liaise with Suppliers for delivered orders non-delivered or damaged goods for replacement or CN.

Comply with all procurement operation SOPs.

Co-ordinate the sale/payment arrangements with the Requestors for the ad hoc pre-orders and/or items which has been approved by procurement manager.

General Administration

Excellent reporting and analysis skills by using Excel, Words, etc.

Cover and support colleagues during busy and leave periods.

Highlight and report any operational or other issues of concern to Procurement Manager or Head of Finance in a timely manner.

Perform ad hoc projects or tasks allocated by Procurement Manager.

Negotiations, recommendations, record keeping, monitoring, highlight and report to Procurement Manager for all concerns and issues.

Pipeline projects & Others

Be a partner of school to streamline internal process and form new policies and procedures.

Assist in procurement related pipeline projects, SOPs and policies, such as Procurement Policy, E procurement, tender process and change of system, software and hardware, etc.

Other tasks, duties or projects as assigned by Procurement Manager, or Director of Finance.

Knowledge and Experience

High level of communication skill, problem solving which can be used to take initiative and meet objectives.

Effective written and verbal English and communication skills.

Self-motivated and open-minded personality with ample cultural awareness and eager to work in a multi-cultural team.

Technical and Soft Skills

A stress-taker with high level of tolerance, patience, and proactive mindset in resolving issues.

Proven record of effective communication skills in coordinating with debt collections and slow paying customers.

Proficient in using Synergetic.

Medium level proficiency in using Microsoft Office Excel and Word.

Ability to identify issues and propose constructive solutions.

Fair Recruitment and Safeguarding: We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.