Procurement Officer

Workplace Circumstances

• Environment: Educational (schools / universities etc.)
• Languages: English, Khmer
• Location: Phnom Penh

Position Summary

Report to: The Director / Head of HR & Admin

Working day: Mon - Sat (8:00am - 5:00pm)

CITA Institute is seeking a detail-oriented, responsible, and proactive Procurement Officer to manage and coordinate the procurement of goods and services required for the Institute's daily operations and academic activities.

The Procurement Officer will be responsible for sourcing suppliers, obtaining quotations, comparing prices and quality, preparing purchase documentation, coordinating deliveries, and maintaining accurate procurement records. The ideal candidate will have strong negotiation and communication skills, good knowledge of procurement processes, and a strong commitment to transparency, cost-effectiveness, and compliance with internal procedures.

Duties & Responsibilities

• Procurement Planning & Coordination:
• Receive and review purchase requests from different departments and ensure they are properly approved.
• Prepare and maintain procurement plans based on departmental requirements and operational needs.
• Coordinate the procurement of office supplies, equipment, teaching and training materials, services, and other required items.
• Ensure procurement activities are completed within the required timeline and approved budget.
• Coordinate with relevant departments to confirm specifications, quantities, quality standards, and delivery requirements.
• Supplier Sourcing & Management:
• Identify, evaluate, and maintain a reliable supplier and vendor database.
• Source qualified suppliers and request quotations for required goods and services.
• Compare supplier quotations based on price, quality, specifications, delivery time, warranty, and payment terms.
• Negotiate with suppliers to obtain competitive prices and favorable terms.
• Maintain good professional relationships with suppliers and service providers.
• Monitor supplier performance and address issues related to quality, delivery, or service.
• Purchase & Order Management:
• Prepare purchase orders and procurement documents according to CITA's approved procedures.
• Ensure all purchases receive the required authorization before placing orders.
• Follow up with suppliers regarding order confirmation, production, delivery, and completion.
• Verify that delivered goods and services match the approved purchase request and purchase order.
• Coordinate with relevant departments to inspect and confirm received items.
• Report any discrepancies, damaged goods, late deliveries, or quality issues and coordinate appropriate solutions.

Languages

• Khmer - Good
• English - Good

Qualifications

• Bachelor's Degree in Procurement, Supply Chain Management, Business Administration, Finance, Accounting, Logistics, or a related field.

Work History

• Procurement, purchasing, supply chain, or a related field, preferably in an educational institution, NGO, company, or service-oriented organization for 2 to 3 years as a minimum

General & Technical Skills

• Good computer skills, especially Microsoft Office (Excel, Word, and PowerPoint). Experience with procurement, accounting, inventory, or ERP systems is an advantage.
• Language: Good written and verbal communication skills in Khmer and English.

Soft Skills

• Strong problem-solving and interpersonal skills, with the ability to work independently and effectively under pressure.