Page 27 - ADMINISTRATION-Manual

• Purchasing Assistant

a) Conducts background investigation on business establishments before their accreditation as
regular supplier to the Institution; ensure that all documentary requirements in support of
application for accreditation are submitted; maintains updated listing of accredited suppliers.
b) Receives and records approved purchase requisition forms from different departments;
coordinates with the requisitioning parties for clarification of specifications on requisitioned
items.
c) Undertakes canvass on the items requisitioned, prepares canvass sheet, and endorses
recommendation on preferred supplier to superiors for approval.
d) Prepares purchase orders based on the selection and approval of suppliers from the canvass
sheet and routes these through the authorized signatories.
e) Undertakes preliminary negotiations or assists in negotiating for terms and conditions or
purchase such as price, discounts, rebates, and credit lines.
f) Undertakes actual purchases of requisitioned items on the basis of the approved purchase
order; arranges for and follows up delivery or pick up items from suppliers.
g) Locates and recommends substitute items for requisitioned items that are unavailable.
h) Coordinates with the Accounting Office for the preparation of check vouchers and the
corresponding checks in payment of purchased items.
i) Accomplishes cash advance forms to cover cash payment of emergency purchases; prepares
liquidation report for cash advances drawn.
j) Maintains ledgers reflecting purchase transactions covering names, addresses and contact
numbers of suppliers, specific products or services secured from them and corresponding
purchase costs.

B. The School Director

The School Director is a member of the Executive Management Committee and shall
report to the Executive Vice President on management and academic matters. He/she takes the
necessary actions and decisions throughout the year to secure the effective operation of the
School in the area of learning and teaching, exercising the authority delegated by the Executive
Vice President. He shall presides all over the meetings of the Executive Management Committee.

The prime role of the School Director is to provide academic and administrative leadership
to the school, within the School’s statutes, rules, regulations and policies. While academic
leadership in a school may be shared particularly with the department head, the School Director is
ultimately accountable for the administration of the school.

Duties, Roles & Responsibilities
In providing leadership and management to the school, the School Director will have the
following duties and responsibilities:

General
(a) support the implementation of the Institution’s Strategic Plan and the strategic direction
of each department and the implementation of change;

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