Finance Office
Assistant Purchasing Manager (Purchasing Section)
(Ref. 250210020)
Duties
The appointee will be required to:
(a) perform/manage the University’s purchasing functions including but not limited to the following:-
- vetting purchase requisitions and specifications of products/services;
- selecting/reviewing appropriate suppliers for quotation/tender;
- preparing/reviewing Request for Quotation (RFQ)/tender invitation documents;
- compiling/reviewing offer summaries/analyses;
- liaising and negotiating with users and suppliers;
- preparing/reviewing RFQ/tender reports;
- preparing/reviewing purchase orders and amendments; and
- reviewing waiver requests prior to submission for approval.
(b) follow up dispute cases with suppliers to ensure performance compliance to meet order requirement and/or claim for damages for suppliers’ contractual breach;
(c) ensure all purchases made are in compliance with the University’s purchasing policies and procedures, such as sample-checking purchase documents and explaining the principles and details of procedures to users and suppliers;
(d) compile purchasing management and statistical reports;
(e) monitor, review and follow up outstanding purchase requisitions and purchase orders;
(f) supervise the development and maintenance of supplier database;
(g) assign tasks to junior staff and monitor their performance;
(h) assist in running the Purchasing Team efficiently and effectively and to make suggestions for enhancement as appropriate; and
(i) perform any other duties as assigned by the Director of Finance or his delegates.
Qualifications
Applicants should have:
(a) a recognised degree in Purchasing and Supply Management, Business Administration or related disciplines plus at least five years of post-qualification work experience in procurement or other related fileds;
(b) extensive specialist/formal training and/or supervisory experience in purchasing and supply management and/or other related areas;
(c) strong understanding of and experience in tendering and effective sourcing strategies;
(d) a good command of written and spoken English and Chinese, with proficiency in Putonghua;
(e) strong communication, interpersonal and problem-solving skills;
(f) a strong team work spirit, an analytical and meticulous mind, and the ability to work under pressure and accomplish tasks within tight schedule; and
(g) high proficiency in computer applications, including MS Word, Excel and PowerPoint, with experience in the Oracle Financials (purchasing module) system and e-Tendering system being an advantage.
Preference will be given to those with experience in public sector procurement gained from large organisations.
Shortlisted candidates will be invited to sit for a written test.
Applicants who have responded to the previous advertisement need not re-apply.
Conditions of Service
A highly competitive remuneration package will be offered. Initial appointment will be on a fixed-term gratuity-bearing contract. Re-engagement thereafter is subject to mutual agreement.
Consideration of applications will commence on 8 April 2025 until the position is filled.
Posting date: 1 April 2025