Purchasing Officer (Sourcing)

Hong Kong International School; Hong Kong; On-site; HKD 260,000 - 380,000; Full time

Job summary

Hong Kong International School is seeking a Procurement Officer (Sourcing) to identify, evaluate, and select vendors, negotiate pricing and terms, and maintain preferred supplier lists to support school operations.

The role requires 3+ years in purchasing and 2+ years in sourcing, with strong English and Cantonese communication and MS Office proficiency. You will collaborate with departments to ensure timely procurement and compliant processes.

Qualifications

• Diploma and above in purchasing or logistics.
• 3+ years experience as a Purchasing Officer or similar role.
• 2+ years experience in sourcing products and services.
• Experience researching, evaluating and liaising with vendors.

Responsibilities

• Identify, evaluate and recommend suitable vendors and suppliers.
• Negotiate pricing, delivery terms and service agreements.
• Maintain preferred supplier lists and standard product lists.
• Process purchase requisitions and purchase orders.
• Manage day-to-day procurement activities in the purchasing system.
• Ensure timely order processing and documentation.

Skills

English (verbal and written)

Cantonese

Organizational skills

Time management

Collaboration

Analytical thinking

Microsoft Office

Education

Diploma or above in purchasing or logistics

Tools

Microsoft Office

Job description

The Procurement Officer (Sourcing) is responsible for identifying, evaluating, and recommending suitable vendors and suppliers for HKIS, including negotiating pricing, delivery terms, and service agreements. In addition, the Procurement Officer develops and maintains preferred vendor lists for key goods and services, while working closely with various departments to ensure that procurement activities effectively support their operational needs, timelines, and budgets. The role also involves managing day-to-day procurement activities through the purchasing system, ensuring timely processing of orders, accurate documentation, and compliance with internal procedures.

KEY AREAS OF RESPONSIBILITY:

Sourcing

Research products, suppliers, and vendors to ensure goods and services are purchased from reputable and reliable vendors and service providers.

Shortlist and summarize potential vendors for each product/service based on agreed criteria; e.g.; company size, years in operation, reputation/references.

Negotiate prices and recommend vendors and service providers based on agreed scoring criteria

Create and maintain approved preferred supplier lists

Build standard product lists to help streamline the purchasing process

Facilitate the ease of purchasing for internal customers

Ensure information is easily accessible by employees (e.g., vendors, products, pricing) to maintain operational efficiency and provide transparency.

Customer Service and Enquiries

Collaborate with colleagues to facilitate the ease of purchasing for internal customers (e.g.; understanding customers’ needs & expectations, delivery timeline, quality, technical specifications)

Respond to questions and requests and liaise with colleagues to ensure the purchasing decision meets expectations and aligns with internal policies & guidelines.

Provide updates to customers as required; e.g., information on vendors, pricing, delivery timeline.

Follow up with vendors and/or service providers as necessary.

Evaluate preferred vendor and service provider lists regularly to assess their performance and pricing including seeking feedback from customers.

Troubleshoot with vendors and/or service providers when delivery of goods or services do not meet specifications including quality.

Negotiate contracts/service agreements in collaboration with the Business Office.

Purchase Requests and Purchase Orders

Process Purchase Requisitions and Purchase Orders to ensure the smooth operation of the purchasing department.

Follow up on outstanding POs to ensure they are completed and/or closed on a timely basis.

Maintain and update the procurement system data

Other

Undertake other duties and functions as required that will impact and strengthen the contributions of the department and overall operations of the school.

Follow up on outstanding POs to ensure they are completed and/or closed on a timely basis.

Minimum requirements and qualifications:

Education:

Diploma and above, in purchasing or logistics.

Experience:

3+ years experience as a Purchasing Officer or similar role.

2+ years experience in sourcing products and services preferably in a medium to large organization

Experience researching, evaluating and liaising with vendors

Required skills:

Excellent verbal and written English and Cantonese

Highly organized and excellent time management

Ability to collaborate with individuals at all levels of an organization

Analytical and ability to solve purchasing and related problems

Self-motivated and ability to multitask

Proficient in Microsoft Office Applications

Child Protection Statement:

At HKIS, each child’s welfare is paramount. We act to ensure that our students enjoy the right to be protected from harm and exploitation and have their welfare safeguarded.

Hong Kong International School (HKIS) offers a coeducational program for students from Pre-K to 12 (age 4-18), providing an American-style curriculum to US and international students and with English as the language of instruction. As a Christian school with an international outlook, HKIS is sensitive to the needs of its culturally and religiously diverse community of more than 40 nationalities represented among over 3,000 students.

Hong Kong International School (HKIS) offers a coeducational program for students from Pre-K to 12 (age 4-18), providing an American-style curriculum to US and international students and with English as the language of instruction. As a Christian school with an international outlook, HKIS is sensitive to the needs of its culturally and religiously diverse community of more than 40 nationalities represented among over 3,000 students.