Purchasing Officer

Reporting to the Associate Director, Procurement, the Purchasing Officer is responsible for planning, organizing and coordinating the day-to-day activities of the procurement and accounts payable team. These activities include processing domestic and international invoices, procurements of goods and services, petty cash transactions, PayCard Disbursement/ Inventory Requests, Concur Travel and Business Requests and vendor profile creation/ set-up requests through Columbia University systems. The Purchasing Officer executes these activities and reviews vouchers and quality assures supporting documentation, confirms appropriate approvals have been received for all transactions, sponsor and corporate requirements have been met, expenses are allocated to correct budget categories and vendor account files are maintained.

It is anticipated that this is up to a 24-month position directly aligned to the life of the ERP project.

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

Responsibilities

• Triages and assigns requests in concert with the Purchasing supervisor; provides day-to-day supervision of accounts payable and procurement operations including the processing of wire payments, other methods of electronic payments, petty cash and the purchase of a variety of commodities; interprets and communicates work procedures and policies to staff. (15%)
• Reviews vouchers for proper approvals, supporting documentation and compliance with USG rules and regulations, CU Policies and Procedures and ICAP SOPs and reports processing or approval barriers to the Senior Purchasing Manager. (20%)
• 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, sole source justifications, vendor profile set-ups and vendor validation. (6%)
• Processes invoices, purchase requisitions, petty cash transactions, and all other procurement transactions through Columbia University’s ARC system. (15%)
• Process petty cash disbursement ensuring that receipts are in compliance with ICAP policies on petty cash advancements and/or reimbursements, monitors that the petty cash fund is appropriately funded, and submits check requests through the CU-ARC system to replenish the petty cash fund.(15%)
• Liaises with internal and external vendors to resolve billing and payment discrepancies maintaining and providing high quality customer service. (3%)
• 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%)
• Engages employees on travel and accommodation needs and provides advice to ensure process integrity and compliance with USG and/or donor rules and regulations, CU Policies and Procedures and ICAP SOPs. (2%)
• Processes travel and business expenses in Concur. reviews these for validity and adherence to ICAP and Columbia University policies and procedures and completeness of paperwork; advises, interprets and reinforces associated policies and procedures. (10%)
• Scans and uploads supporting documentation for all transactions into the Electronic Data Management (EDM) system while retaining original documents in the departmental files. (2%)
• Performs other related duties as assigned and participates in special projects as assigned. Provide support to Finance staff as needed. (2%)

Minimum Qualifications

• Requires a Bachelor’s Degree, preferably in Accounting or Business Administration or equivalent in education, training and/or experience.
• Three (3) years of experience or experience in accounts payable, coordinating travel arrangements, or related processing/coordination functions
• Strong analytical and organizational skills
• Strong interpersonal skills in order to deal effectively with varied internal clients, management groups and vendors
• Excellent customer service skills
• Proficient with Microsoft Office Suite (e.g., Excel, Word, Outlook)

Preferred Qualifications

• Knowledge of USG travel and 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