Job Description
STAFF - PURCHASES & STORES
Purpose of Role
To ensure timely, cost-effective and well-controlled procurement, storage and distribution of all school materials, goods and services (excluding transport), by managing vendors, inventories, bills and payments in line with budget, policy and safety requirements across all campuses.
ISP Principles
Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.
Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.
Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.
Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.
Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.
Role Definition
Staff of Purchase and Stores is responsible for procuring, stocking and distribution of materials, goods and services and managing the related managing vendors and their payments.
Responsibility Deliverable
Procuring Materials or Services Bill processing and Payments, Record Maintenance Vendor Identification and Management Stores Management Budget allocation for establishment expenses Budget tracking and control on purchases related to all departments except transport
Tasks & Activities
Monitoring all activities of purchase of all campuses except transport. Monitoring the stores of all the campuses. Authorizing the movement of goods from campus to campus. Monitoring and verification of out pass and Delivery challan. All purchases should be planned as per purchase requisition raised by the academic or admin heads of the respective campuses duly signed. Seeking reliable vendors or suppliers to provide quality goods at reasonable prices. Getting quotes from various suppliers and compare the quotes. Negotiating prices and contracts to the maximum possible. Purchase order need to be prepared for all purchases in coordination with the stores in-charge of the respective campus Responsible for tracking of the purchase to monitor the quality and quantity. Monitor the timely delivery of the items to the respective stores. Ensure that authorized purchase order and authorized slips are attached with the bills before processing the bills for payment. Coordinate with other departments regarding bill payment of each month. Monthly statement of purchase of all campuses needs to be prepared and submitted to the Management. Cancellation bills need to be verified and maintained separately. Online inventory module needs to be verified and maintained. Stock and issue registers in the stores should be checked regularly. All purchases should be routed only through stores. Responsible for safety of materials in all the stores. All bills should bear the sign and seal of security, stores in-charge and the person who placed the order. Process payments monthly. Book payments alone to be done in September. Keep a regular track on phone, electricity and internet bills for payment on time. Collection of food stall sales during events and handing over to accounts department with bills. Finalise token design and cost with F&B manager, distributing food tokens for staffs and their family staying in family quarters for Breakfast, dinner and holidays through mess stores. Handing over the collections with tokens to accounts department Any other task assigned by the Management.
Key Performance Indicators (KPIs)
- Cost reduction Minimum 3 quotes for any purchases with a single item value of Rs.2000 and consolidated value of Rs. 10000. Evidence of hard bargains from the quotes received by the purchase committee for any purchase orders with value of more than Rs. 50000 and for bulk quantity purchases
- Cost avoidance Evidence of utilization of internal available resources based on requests and not going for purchases.
- Purchase order generation generation of PO's for all purchases before the receiving of goods and generating within 72 hours of request.
- Accurate random store stock checks from third party Reports to be attached once a term (Sep, Dec, April)
- Order delivery within 72 hours of PO generation unless non-availability of materials GRN creation and delay should be documented by mail communication to the respective request provider with a delivery date.
- Payment cycle of one month.
Skill
- Multitasking and Task manager
- Communication Clarity and Clear
- Decision Making and Problem Solving
- Strategic Thinking
- Networking
- Negotiation & Persuasion
- Collaborative
- Team Building
Knowledge
- MS Word, Excel
- Knowledge on products and supplies related to school & education supplies
- Vendor management
- Warehousing and Storage
- Material/Services - Duties and Taxes
Traits
- Principled and Cultured
- Team Oriented
- High energy
- Persistence
- Honesty and Integrity
- Approachable
- Empathetic
- Diplomacy
- Humility
Motives
- Self-Development with Organizational Growth
Values
- Values matching with the Mission of the TIPS
- Commitment and Passion
ISP Commitment to Safeguarding Principles
ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.
All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years employment history.
ISP Commitment to Diversity, Equity, Inclusion, and Belonging
ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.
ISP Principles
Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding
and Health & Safety issues and acting and following up on all concerns appropriately.
Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.
Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.
Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.
Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.
ISP Commitment to Safeguarding Principles
ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years employment history.
ISP Commitment to Diversity, Equity, Inclusion, and Belonging
ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.
