Purchasing & Transport Assistant

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.

Position Objective
The Purchasing & Transport Assistant is responsible for stationary and other academic materials purchasing activities ensuring compliance with School policy and maintaining the inventory of supplies.

Besides the Purchasing duties, this role is to administer school transportation registration and to communicate with parents on all matters pertaining to registration and scheduling. The daily operational task is to coordinate with school drivers and perform as a bus monitor in order to deliver satisfactory school transport services.

Responsibilities
The responsibilities of this position include, but are not limited to the following:

Purchasing Duties

1. Receive approved purchase order request forms from school personnel and have the formal purchase orders prepared for signature by the Principal and the Finance Manager.
2. Follow up with the vendors/suppliers on outstanding or back ordered items and attending to related correspondence
3. Submit the invoices for payment to the Accountant ensuring that the goods invoiced have been received and the prices are in accordance with the relevant quotes/purchase orders and preparing the payment vouchers attached with relevant support documents for signature by the Accountant to ensure that the payments are made within agreed credit and time limits.

Transport duties

Registration: Responsible for new bus registration and confirmation of existing riders in a timely matter. To confirm registration with school transport manager and to assist parents with scheduling issues as required.

Routing: Responsible for organizing routes and finalise with Transport Manager before the start of school year, then oversee route to:
• Ensure route complies with agreed timing
• Ensure Route Risk Assessment for each route are carried out before operation of the new route (includes new stops).
• Report to Transport Manager for any changes to bus routes and/or new bus routes

Bus monitor: perform the tasks as a one the bus monitors in daily school transport service.

School bus Performance oversight: Keep daily performance records including: Punctuality in morning, Route from each area stays within agreed time frame (from first pick up to drop off AM/PM)

Student Behaviour monitoring: Work with Bus crew to manage student behaviour issues and to escalate to appropriate person when required. And work with academic team when handling safeguarding issues.

Invoice: Send out invoices with scheduling confirmations at the beginning of each academic year or when a student registers for the school bus.
Employment Condition:

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed. Appointment is subject to an enhanced Disclosure and Barring Service (DBS) check for regulated activity (if the candidate has lived in the UK) and/or criminal/police or equivalent background checks for all other countries inhabited (irrespective of whether you worked in those countries)

Position Requirements
• Experienced in processing local purchasing coordination in international school
• Preferred experienced in operations/ logistics arrangements
• Well-developed interpersonal skills, including good customer services and communication
• Able to work independently or in a team, be able to stay organized while multi-tasking and work well in a fast-paced environment.

This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. Incumbent may be asked to perform other duties as required.

- 13th month salary
- Up to 25 leave days with full pay per year
- Meal provided at school

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