Procurement Manager

About the role

To lead and manage the procurement of goods and services for XCL World Academy (Singapore) in an efficient, cost-effective and compliant manner, ensuring best value while maintaining appropriate procurement processes and controls.

The Procurement Manager is responsible for strategic sourcing, vendor management, negotiation and procurement planning, while partnering with internal stakeholders to support the School's operational and business needs.The Procurement Manager will also drive procurement best practices, process improvements and effective governance across the School.

Key responsibilities

1. Procurement Management

• Manage the end-to-end procurement process, including purchase requisitions, purchase orders, goods receipt and follow-up on outstanding orders.
• Ensure purchases are made within approved budgets and in accordance with the school’s approval authority and procurement procedures.
• Review procurement requests for completeness, appropriate approvals and supporting documentation before processing.
• Monitor open purchase orders and work closely with requestors and Finance to ensure timely closure, particularly during month-end and year-end closing.
• Ensure procurement transactions and supporting documentation are accurately maintained in the relevant procurement and accounting systems.

2. Strategic Sourcing & Cost Management

• Source suitable vendors and obtain competitive quotations to achieve the best value for the School while maintaining required quality and service standards.
• Negotiate pricing, volume discounts, contractual terms and payment terms where appropriate.
• Identify cost-saving and consolidation opportunities across departments and recurring purchases.
• Support management in evaluating significant purchases and procurement strategies.

3. Vendor & Contract Management

• Manage vendor sourcing, onboarding and ongoing vendor relationships.
• Maintain appropriate vendor documentation and ensure vendor information is complete and up to date.
• Monitor vendor performance, service quality, pricing and delivery commitments.
• Support the review and negotiation of vendor agreements and contracts in collaboration with relevant stakeholders.
• Address and follow up on procurement or vendor-related issues in a timely manner.

4. Tender Management

• Coordinate and support tender and quotation exercises in accordance with the school’s procurement requirements.
• Ensure appropriate documentation, evaluation and approval processes are followed.
• Coordinate with internal stakeholders on tender specifications, vendor evaluation and commercial negotiations.
• Maintain proper records and documentation of tender exercises for governance and audit purposes.

5. Annual Orders, Inventory & Supplies

• Plan and coordinate the school’s annual purchasing exercise, ensuring requests are properly reviewed, consolidated and purchased within the required timeline.
• Coordinate the Procurement team's activities to ensure adequate inventory availability while minimising excess stock and inventory risk.
• Oversee the purchasing and timely delivery of stationery, office, pantry and other general supplies.
• Work closely with departments to understand purchasing requirements and coordinate the distribution of supplies where applicable.

6. Financial & Procurement Controls

• Work closely with Finance to ensure purchase orders, invoices, goods receipts and procurement-related transactions are properly supported and recorded.
• Ensure procurement documentation is complete and available for payment processing, month-end closing and audit requirements.
• Review and follow up on outstanding purchase orders and unresolved procurement matters.
• Support Finance with procurement-related reconciliations, accruals and reporting where required.
• Maintain appropriate segregation of duties and procurement controls in accordance with School policies.

7. Process & System Improvement

• Identify opportunities to improve procurement processes, controls and workflows.
• Drive process improvements and standardisation across Procurement and its interactions with Finance and other departments.
• Support enhancements to procurement and finance systems to improve efficiency, visibility and reporting.
• Develop and maintain appropriate procurement procedures, trackers and documentation.

8. Business Partnering & Stakeholder Management

• Partner with department heads, requestors, Finance and other stakeholders to understand procurement requirements and provide appropriate support.
• Provide procurement guidance to stakeholders and promote compliance with purchasing procedures.
• Support senior management and project managers on major projects, initiatives and significant procurement exercises.
• Coordinate procurement timelines and requirements across relevant departments.

9. School Compliance Support

• Support in the preparation of Fees Protection Scheme (FPS) Insurance reporting and related documentation.
• Support the timely submission of FPS Insurance information and other related compliance requirements as assigned.
• Maintain appropriate supporting documentation for regulatory, audit and compliance purposes.

10. Team Management

• Plan, coordinate and oversee the day-to-day activities of the Procurement team.
• Allocate and prioritise procurement activities to ensure operational requirements and deadlines are met.
• Provide guidance and support to team members and ensure consistent application of procurement procedures and controls.
• Develop team capability and promote a collaborative and service-oriented approach when supporting internal stakeholders.

About us

XCL World Academy is committed to safeguarding and promoting the welfare of students, children and young people and expects all employees, volunteers and other third parties to share this commitment.