Procurement Coordinator

Position Summary

The Procurement Coordinator supports the efficient delivery of procurement operations across Sharjah Education Academy (SEA) by coordinating purchasing activities, supplier communications, procurement documentation, and ERP workflows.The role is responsible for ensuring procurement requests are processed accurately, efficiently, and in compliance with SEA policies and procedures while providing excellent service to internal stakeholders.

The Procurement Coordinator plays a key role in maintaining procurement records, supporting tender processes, monitoring supplier performance, and contributing to transparent, ethical, and cost-effective procurement operations.

Key Responsibilities

Procurement Operations

Coordinate the end-to-end procurement process from purchase requisition through purchase order issuance and delivery follow-up.

Review procurement requests to ensure completeness and compliance before processing.

Obtain quotations from approved suppliers in accordance with SEA procurement procedures.

Coordinate competitive quotation and tender processes as required.

Prepare procurement documentation for review and approval by the Director of Procurement.

Follow up on purchase orders to ensure timely delivery of goods and services.

Coordinate with Finance regarding purchase orders, invoices, and payment-related documentation.

Vendor Coordination

Maintain effective communication with suppliers throughout the procurement process.

Assist in supplier onboarding and maintain vendor records and documentation.

Monitor supplier responsiveness, delivery performance, and service quality.

Support supplier performance evaluations and maintain vendor performance records.

Contract and Documentation Support

Maintain procurement files, supplier documentation, and contract records.

Assist with contract administration, renewal tracking, and document control.

Ensure procurement records are complete, accurate, and audit-ready.

Maintain confidentiality of procurement documentation and commercial information.

ERP and Procurement Systems

Process procurement transactions through SEA s ERP and procurement systems.

Maintain accurate procurement data and records within digital systems.

Support continuous improvement of procurement workflows and digital processes.

Generate procurement reports and system data when required.

Compliance and Governance

Ensure procurement activities comply with SEA policies, financial controls, and procurement procedures.

Verify supporting documentation before procurement approvals.

Support internal and external audit requirements by maintaining organized procurement records.

Escalate procurement risks, exceptions, or compliance issues to the Director of Procurement.

Stakeholder Support

Provide procurement guidance to internal departments regarding procurement procedures and documentation requirements.

Coordinate with academic and administrative departments to facilitate timely procurement of goods and services.

Assist departments in planning procurement timelines and tracking procurement requests.

Maintain positive working relationships with internal stakeholders and external suppliers.

Reporting and Continuous Improvement

Prepare routine procurement reports, procurement status updates, and expenditure summaries.

Monitor procurement turnaround times and identify opportunities to improve efficiency.

Support the implementation of procurement best practices and process improvements.

Perform other duties assigned by the Director of Procurement.

Qualifications & Experience

Bachelor s degree in Business Administration, Procurement, Supply Chain Management, Finance, or a related discipline.

Professional procurement certifications such as CIPS, or equivalent is desirable.

3 5 years of procurement, purchasing, supply chain, or administrative experience.

Experience within higher education, government, or public-sector organizations is an advantage.

Working knowledge of procurement procedures, purchasing practices, and supplier management.

Experience using ERP systems and Microsoft Office applications, particularly Excel.

Excellent written and verbal communication skills in English; Arabic is an advantage.

Competencies

Procurement Operations.

Supplier Relationship Management.

Procurement Policies & Compliance.

Tendering & Quotation Management.

ERP & Procurement Systems.

Contract Administration.

Microsoft Excel & Reporting.

Documentation & Record Management.

Communication & Stakeholder Management.

Attention to Detail & Organizational Skills.