Purchasing and Supply Specialist

THE AMERICAN SCHOOL IN LONDON; Greater London; On-site; GBP 30,000 - 45,000; Full time

Job summary

An international school in London is looking for a Purchasing & Supply Specialist responsible for managing the purchasing and supply operations. Key duties include supplier management, procurement research, and inventory oversight. The ideal candidate should have relevant purchasing experience and strong organizational skills. This role is vital to ensuring value for money and compliance with internal policies, enabling the school to operate efficiently while adhering to statutory regulations.

Qualifications

• Relevant experience in purchasing, procurement, supply chain, or a closely related role.
• Experience in raising and managing purchase orders and processing purchasing documentation.
• Strong organizational skills with attention to detail.

Responsibilities

• Conduct procurement research to identify suitable suppliers and products.
• Manage supplier relationships for best value for money.
• Oversee inventory management for the supply office.

Skills

Supplier management

Inventory management

Procurement processes

Negotiation

Data analysis

Organizational skills

Communication

Education

Level 3 standard (e.g., A-levels, BTEC)

Tools

Microsoft Excel

Microsoft Word

Finance or purchasing systems

Amazon Business

Job description

The Purchasing & Supply Specialist is a key professional role responsible for the effective management of the school’s purchasing, inventory, and central supply operations. The role ensures value for money, strong supplier performance, and high service levels, and provides expert support and advice to budget holders on sourcing, supplier management, and purchasing processes, in line with school policies and internal controls.

Applicants must have the right to work in the UK to apply for this position.

Summary of Duties

Procurement & purchasing

• Conduct procurement research to identify suitable suppliers, products, and services that meet school requirements.
• Manage and continuously evaluate supplier relationships, including pricing, performance, service levels, and risk, to ensure best value for money across all purchasing categories.
• Lead day-to-day procurement activity, including sourcing, quotation exercises, and negotiation of pricing and terms within agreed authority levels.
• Raise, manage, and track purchase orders in line with school procurement procedures, delegated authorities, and internal control requirements.
• Process, match, and reconcile purchasing documentation (e.g. purchase orders, goods received notes, invoices), preparing items for approval by departmental budget holders to support timely and accurate supplier payment.
• Administer purchasing through procurement platforms such as Amazon Business, ensuring compliance with internal controls and budgets.
• Support tendering activity, supplier due diligence, and contract documentation in line with best-practice procurement standards.
• Work with the Finance Manager on the development and updating of procurement and supply policies and procedures.

Departmental support & advisory

• Work collaboratively with budget holders and all school divisions to understand their supply needs.
• Provide advice on alternative products, suppliers, and cost-saving opportunities.
• Support departments in planning purchases and managing budgets efficiently.

Supply Office operations

• Oversee inventory management of stationery, teaching supplies, etc. for the supply office and locations around the school, determining pricing, ensuring adequate stock levels and optimising cost efficiency.
• Monitor usage trends, reduce waste, and maintain appropriate reorder levels.
• Coordinate goods inwards, including checking deliveries, resolving discrepancies, and ensuring timely distribution.
• Maintaining an organised, customer-focused supply office environment

Reporting & financial oversight

• Prepare and maintain purchasing reports, including spend analysis and supplier performance.
• Produce divisional purchasing reports and efficiency reports as required.
• Generate profitability reports related to supply office sales and associated activities

Other responsibilities

• Provide support and advice to divisions regarding thefollowing services:

  • Printing, laminating, and shredding services
  • Postal and courier services
• Ensure strict adherence to relevant statutory policies and practices, including those related to the prevention of modern slavery, anti-fraud, and anti-money laundering regulations.
• Act as the primary point of contact for internal employee queries on procurement policy and processes, ensuring compliance and training across all departments.
• Coordinate the rental and usage of the Finance off-site storage facility.
• Ensure that the school’s safeguarding policies and expectations are adhered to at all times

Selection Criteria

Essential qualifications and experience

• Educated to Level 3 standard (e.g., A-levels, BTEC, or equivalent)
• Relevant experience in purchasing, procurement, supply chain, or a closely related role
• Experience of supporting budget holders or internal customers, providing advice on purchasing processes, suppliers, and cost-effective options.
• Experience of raising and managing purchase orders and processing purchasing documentation within defined procedures and internal controls.
• Experience of supplier liaison, with a focus on service quality and value for money.
• Experience of inventory management, goods inwards, and stock control.
• Strong organisational skills and attention to detail, with the ability to manage multiple priorities accurately
• Ability to analyse data and produce clear, meaningful reports
• Confident communicator, able to work with staff at all levels
• Proactive and solutions-focused, with a collaborative, service-oriented approach
• Competent user of IT systems, including Microsoft Excel, Word, and finance or purchasing systems
• Understanding of workplace health and safety requirements, including manual handling, and the ability to undertake the physical aspects of the role
• Commitment to supporting the school’s values and community

Desirable qualifications and experience

• CIPS Level 4 Diploma in Procurement and Supply (or working towards)
• Experience of supplier negotiation and formal supplier performance management.
• Understanding of tendering processes and contract documentation.
• Experience using procurement platforms such as Amazon Business or similar.
• Experience supporting internal supply office operations.
• Experience working in a school or educational environment.
• Familiarity with finance systems, ideally Microsoft Dynamics 365 Business Central.