Procurement Assistant (6-Month contract)

The Procurement and Transportation Assistant is responsible for managing the School’s purchasing and transportation tasks, but is not limited to, the following duties:

Purchasing – Overseas Orders
1. Maintain and develop reliable suppliers list for the School
2. Track subscription period and arrange payment for new subscription period for online magazines, online software, subscription, and database. Maintain records of such payments.
3. Liaise with Heads of Section and Faculty in monitoring and processing Procurement of consumables, teaching materials and equipment and other School resources from local and overseas, including:
● Collation of orders from Heads of Section / Faculty or/and School staff.
● Monitoring and making reports to the Headmaster and Head of Finance for authorised approval.
● Preparing contracts between suppliers and the school.
● Sending orders to overseas consolidation agents.
● Liaison between the overseas consolidation agents and school staff.
● Follow-up of outstanding orders placed with suppliers.
● Tracking the orders’ status, and communicating with School staff on delivery and quantity and quality status.
● Translation of overseas orders for customs/cultural inspection purposes.
● Obtaining import license for overseas orders.
● Coordination with Local Authorities and Clearing/Forwarding agents with regard to the customs clearance of supplies and equipment purchased abroad. Estimate of total fees/costs for Head of Finance’s approval.
4. Provide critical suppliers with regular forecasts, updates in import tax regulations and other import regulations to ensure full visibility of the School’s requirements
5. Report any significant supply/logistical problem to Business Analyst and Head of Finance, to ensure problems be communicated to the relevant departments.
6. Perform supplier financial assessments and monitor stability throughout the duration of the contract.
7. Update, maintain records, files and report on purchasing functions inclusive of the fixed assets register.
8. Assist in reconciliation of procurement payments and budget reports and forecast.

Arrangements for Transportations and Fieldtrips
1. Control the operations of the school bus service, which is operated by an external company to bring and collect the school students to/from the school each school day.
2. Supervise the external bus company's duties such as: traffic schedules, duty rosters and vehicle maintenance, adherence to contractual conditions.
3. Organize and plan the use of required vehicles (in addition to the daily bus requirements) to respond to the school scheduled or unscheduled requirements.
4. Act as liaison person with and between the School and the external bus service provider on behalf of the School.
5. Liaise with parents as necessary to ensure the smooth operation of the bus system and safety of students.
6. Main responsible for arranging School trips (overnight fieldtrips, sports trips, day trips, School wide transportation via taxi/school bus/rental bus).
7. Assist in the coordination of other fieldtrip activities, including accommodation and tour bookings.
8. Develop network of hotels within Vietnam, suitable for school employees and visitors to the school
9. Carry out any other duties when required.


The job/role holder has responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head or indeed to the Regional CEO so that a referral can be made accordingly to the relevant third party services.

- Effectively manage supplier relationships and ensuring compliance with all contractual commitments contained within the agreed supply contracts.
- Maintain and active involvement in developing Procurement initiatives and contribute towards the School’s -
- Procurement objectives “efficient, timely and cost effective” (Main KPI).
- Proficient in English, MS Office

- Holiday bonuses
- Professional development opportunity
- Meal allowance

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