Job Description: Procurement Officer
Reports to: Head of Manager | Head Master
Role Purpose
The Procurement Officer is responsible for managing the day-to-day procurement activities of Brighton College Dubai, ensuring that goods, services and works are sourced efficiently, competitively and in accordance with the College’s procurement policies, financial controls and operational requirements.
The role will work closely with academic, administrative and operational departments to understand requirements, source appropriate suppliers, obtain competitive quotations, negotiate commercial terms and ensure the timely delivery of goods and services while maintaining the high standards expected of a premium international school.
The Procurement Officer will contribute to effective cost management, supplier performance, procurement compliance and continuous improvement of purchasing processes.
Key Responsibilities
Procurement & Purchasing
- Manage the end-to-end procurement process from purchase requisition, through to purchase order, delivery and invoice coordination.
- Source goods, services and works in line with approved specifications, budgets and required timelines.
- Obtain and evaluate competitive quotations and proposals in accordance with the College's procurement procedures.
- Prepare comparative statements and procurement recommendations for approval.
- Negotiate pricing, payment terms, delivery schedules and other commercial conditions with suppliers.
- Ensure purchases provide appropriate value for money without compromising quality, safety or the College's standards.
- Monitor outstanding purchase orders and follow up with suppliers to ensure timely delivery.
- Support urgent and operational procurement requirements while maintaining appropriate controls.
Supplier Management
- Identify, evaluate and develop reliable suppliers across areas including education resources, facilities, IT, catering, events, uniforms, furniture, office supplies and professional services.
- Maintain an approved supplier database and ensure supplier information remains accurate and current.
- Support supplier onboarding and due diligence, including required commercial, legal and compliance documentation.
- Monitor supplier performance against agreed service levels, quality, cost and delivery requirements.
- Address supplier issues and elevate recurring performance or service concerns appropriately.
- Support periodic supplier reviews and contract renewals.
- Develop effective supplier relationships while maintaining professional procurement independence and avoiding conflicts of interest.
Cost Control & Commercial Management
- Support the College in achieving cost efficiencies and identifying opportunities for savings.
- Monitor procurement expenditure against approved budgets.
- Analyse supplier quotations, pricing trends and purchasing patterns to identify opportunities for consolidation and improved commercial terms.
- Maintain accurate procurement records to support financial reporting and audit requirements.
- Ensure purchases are appropriately authorised before commitments are made.
- Support contract and framework negotiations where required.
Compliance & Governance
- Ensure all procurement activity complies with College policies, delegated authority limits and financial controls.
- Maintain appropriate documentation and audit trails for procurement decisions.
- Ensure procurement processes are transparent, consistent and commercially sound.
- Identify and elevate potential conflicts of interest, supplier risks or procurement irregularities.
- Ensure suppliers meet relevant UAE legal, regulatory, health and safety and compliance requirements where applicable.
- Support internal and external audits by providing accurate procurement documentation and records.
Stakeholder Management
- Work closely with Finance, Operations, Facilities, IT, Admissions, HR, Academic and other departments to understand purchasing requirements.
- Provide professional procurement advice to internal stakeholders on sourcing options, specifications, supplier selection and commercial considerations.
- Challenge specifications or purchasing requests where appropriate to ensure value for money and operational suitability.
- Communicate procurement timelines, requirements and constraints clearly to stakeholders.
- Build strong working relationships while maintaining appropriate procurement controls.
Systems, Reporting & Process Improvement
- Maintain accurate procurement records within the College's procurement, finance systems.
- Ensure purchase orders and related documentation are processed accurately and in a timely manner.
- Prepare regular procurement reports covering expenditure, savings, supplier performance, outstanding orders and other relevant KPIs.
- Identify opportunities to improve procurement workflows, reduce manual administration and increase process efficiency.
- Support the implementation and continuous improvement of digital procurement solutions and automated workflows.
- Maintain organised procurement documentation to ensure information can be retrieved efficiently for operational and audit purposes.
School-Specific Procurement
- Understand the operational requirements of a premium international school and the importance of quality, presentation, reliability and safeguarding.
- Support procurement for school events, educational programmes, facilities projects, staff requirements and other time-sensitive school activities.
- Ensure educational resources, equipment and services are procured in accordance with required specifications and timelines.
- Work with relevant departments to ensure suppliers understand the College's expectations regarding professional conduct, safeguarding, confidentiality and site requirements.
- Support procurement activities associated with new academic years, school openings, projects and major events.
Key Performance Indicators
- Procurement savings and value-for-money outcomes.
- Compliance with procurement policies and delegated authority.
- Timely processing of purchase requisitions and purchase orders.
- Supplier delivery and service performance.
- Accuracy and completeness of procurement records.
- Stakeholder satisfaction.
- Reduction of procurement delays and operational issues.
- Effectiveness of supplier negotiations and commercial terms.
- Quality of procurement reporting and documentation.
- Continuous improvement of procurement processes.
Person Specification
- Relevant qualification in Procurement, Supply Chain Management, Business, Finance or a related discipline.
- Minimum 3 years' relevant procurement or purchasing experience, preferably within the UAE.
- Strong knowledge of procurement processes, supplier management and commercial negotiation.
- Experience managing quotations, purchase orders, supplier documentation and procurement records.
- Strong analytical and numerical skills.
- Strong Microsoft Excel skills and experience using ERP, finance or procurement systems.
- High level of attention to detail and accuracy.
- Strong organisational and time-management skills.
- Ability to manage multiple priorities and work to tight deadlines.
- Strong commercial judgement and negotiation skills.
- High level of integrity and professional discretion.
Desirable
- Procurement experience within a school, education group, hospitality, premium service organisation or similarly complex environment.
- Knowledge of UAE procurement practices and supplier markets.
- Experience managing service contracts and supplier performance.
- Experience with digital procurement and workflow automation.
This job description is intended to describe the principal responsibilities of the role and is not exhaustive. The College reserves the right to amend duties and responsibilities in accordance with operational requirements.
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