Purchasing Coordinator

  • Contractor
  • New York, United States of America
  • TBD USD / Year
  • ICAP profile




  • Job applications may no longer being accepted for this opportunity.


ICAP

Position Summary

Working under the general direction of the Purchasing Supervisor, the Purchasing Coordinator provides support for the processing of domestic and international invoices and the procurements of goods and services through the Accounting and Reporting at Columbia system (ARC). The Purchasing Coordinator is responsible for the monitoring of capital assets and reporting actions that assure field office compliance with purchasing and inventory management requirements. Provides general support to the procurements team.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

Responsibilities

  • Maintains systems that assure compliance with capital asset management requirements, tracks capital assets from purchase order (“PO”) issuance to delivery through periodic review of inventory logs and coordinates the asset disposition process in collaboration with field staff and Columbia University Capital Asset Accounting. (15%)
  • Assists with the procurement of domestic and international minor and major equipment, including evaluating bids and written justification of selection and ensures that supporting documentation complies with CU, ICAP and donor procurement rules and regulations. (10%)
  • Ensures that invoices and vouchers are coded to the correct account numbers and budget categories. Reviews transactions for proper approvals, supporting documentation and compliance with USG rules and regulations, CU Policies and Procedures and ICAP Standard Operating Procedures (SOPs). (10%)
  • Reviews expenditure reports and invoices submitted by service providers and interfaces with CU Departments, including MSPH Finance, Purchasing and Accounts Payable, to issue payments and reconcile and account for the cash advances to the appropriate account numbers in ARC. (10%)
  • Scans and uploads supporting documentation for all transactions into the Electronic Data Management (EDM) system while retaining original documents in the departmental files. (10%)
  • Advises ICAP staff on policies and procedures related to the procurement of goods and services, and the requirements for hiring service providers/consultants, including the insurance requirements, vendor profile set-ups and vendor validation. (10%)
  • Assists the procurements team with the procurement actions associated with the closeout of prime awards, including processing of final payments and liquidation of outstanding commitments. (10%)
  • Assists with the preparations of sole-source justifications, independent contract verifications, vendor questionnaires, and banking details. (5%)
  • Assists the procurements team, as needed, with processing and execution of service agreements, including processing of related payments against open commitments; maintains expenditure tracking, reconciliations and other documentation relating to these payments. (5%)
  • Monitors the submission of VAT reports and excluded party screening certifications. (5%)
  • Provide ad hoc financial reporting and analysis for related accounts; contributes to the preparation of exception and other required reports for Senior Leadership review and follows through on resolution of reportable items.; recommends enhancements, participates in the improvement of financial processes. (5%)
  • Performs other related duties as assigned and participates in special projects as assigned. (5%)

Minimum Qualifications

  • Requires a bachelor’s degree or equivalent in training, education and/or experience plus a minimum of three years related experience
  • Experience in procurement, project and financial administration experience
  • Demonstrated experience exercising sound business judgment to wisely prioritize and successfully perform multiple and complex tasks
  • Strong analytical skills to successfully perform financial reviews and other forms of quantitative analyses
  • Strong interpersonal skills in order to deal effectively with varied internal clients, management groups and vendors
  • Proficient with Microsoft Office Suite (e.g., Excel, Word, Outlook)

Preferred Qualifications

  • Knowledge of USG procurement rules and regulations
  • Demonstrated experience working in a fast-paced environment, coupled with experience with international protocols, non-profit organizations or academic institutions is highly desirable
  • Knowledge of Columbia University systems ARC, ERP

How to apply

Interested candidates apply here


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