FINANCE OFFICE
 
Assistant Purchasing Manager (Purchasing Section) (Ref. 250210020)

Duties

The appointee will be required to:

(a) perform/manage the University’s purchasing functions including but not limited to the following:-

• vetting purchase requisitions and specifications of products/services;
• selecting/reviewing appropriate suppliers for quotation/tender;
• preparing/reviewing Request for Quotation (RFQ)/tender invitation documents; 
• compiling/reviewing offer summaries/analyses; 
• liaising and negotiating with users and suppliers; 
• preparing/reviewing RFQ/tender reports;
• preparing/reviewing purchase orders and amendments; and
• reviewing waiver requests prior to submission for approval.

(b) follow up dispute cases with suppliers to ensure performance compliance to meet order requirement and/or claim for damages for suppliers’ contractual breach;

(c) ensure all purchases made are in compliance with the University’s purchasing policies and procedures, such as sample-checking purchase documents and explaining the principles and details of procedures to users and suppliers;

(d) compile purchasing management and statistical reports;

(e) monitor, review and follow up outstanding purchase requisitions and purchase orders; 

(f) supervise the development and maintenance of supplier database;

(g) assign tasks to junior staff and monitor their performance;

(h) assist in running the Purchasing Team efficiently and effectively and to make suggestions for enhancement as appropriate; and 

(i) perform any other duties as assigned by the Director of Finance or his delegates.   
 
Qualifications

Applicants should have:

(a) a recognised degree in Purchasing and Supply Management, Business Administration or related disciplines plus at least five years of post-qualification work experience in procurement or other related fileds;

(b) extensive specialist/formal training and/or supervisory experience in purchasing and supply management and/or other related areas;

(c) strong understanding of and experience in tendering and effective sourcing strategies;

(d) a good command of written and spoken English and Chinese, with proficiency in Putonghua; 

(e) strong communication, interpersonal and problem-solving skills; 

(f) a strong team work spirit, an analytical and meticulous mind, and the ability to work under pressure and accomplish tasks within tight schedule; and 

(g) high proficiency in computer applications, including MS Word, Excel and PowerPoint, with experience in the Oracle Financials (purchasing module) system and e-Tendering system being an advantage.

Preference will be given to those with experience in public sector procurement gained from large organisations.

Shortlisted candidates will be invited to sit for a written test. 

Applicants who have responded to the previous advertisement need not re-apply. 

Conditions of Service
A highly competitive remuneration package will be offered.  Initial appointment will be on a fixed-term gratuity-bearing contract.  Re-engagement thereafter is subject to mutual agreement.  

Application
Please submit an application through PolyU’s career website (https://jobs.polyu.edu.hk/management). Consideration of applications will commence on 8 April 2025 until the position is filled.  The University’s Personal Information Collection Statement for recruitment can be found at https://www.polyu.edu.hk/hro/careers/pics_for_recruitment/.

PolyU is an equal opportunity employer, dedicated to fostering an environment that embraces diversity and demonstrates inclusion of people from all backgrounds, cultures, identities and experiences where all members of the University are treated with fairness, dignity and respect.  To learn more about the University’s “Statement on Equal Opportunities, Diversity, and Inclusion”, please visit our website at https://www.polyu.edu.hk/hro/equal_opportunities_diversity_and_inclusion/.