About GESS
As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.
We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.
GESS is looking to recruit a temporary staff to cover work in the school shop over the busy summer period.
This role will be an hourly paid part time role with S$20/hour.
Job Purpose
- Ensure smooth operation of the receiving function of procurement.
- Conduct and ensure RCP for all items delivered to school and delivery to designated locations.
- Manage the records and documentation related to RCP and delivery confirmation, keep high standards of accuracy of the records on ERP system and hard copies.
- Inventory related: stock in and assist stock take
- Support further development and maintenance of the storage room.
- Provide high quality and dedicated services to parents, students, visitors and GESS staff.
- Provide support for the school shop operation when requires
- Possess good team spirit and excellent communication skills.
- To perform this job satisfactorily, an individual must be able to perform each essential duty satisfactorily and in a timely manner.
Key Accountabilities
Receiving and SOPs
- Carry out RCP for all received items on the ERP system accurately and efficiently
- Submit payment required documentation, e.g. invoice and delivery order in a timely manner
- Arrange for requestors’ collection and/or deliver to designated location when necessary.
- File and manage all records and documentation related to RCP and delivery confirmation, keep high standards of accuracy of the records on ERP system and hard copies.
- Liaise with Suppliers for delivered orders non-delivered or damaged goods for replacement or CN
- RCP and stock in the bulk overseas orders in a timely manner
- Comply with all procurement operations SOPs
Storeroom and the shop
- Provide support for the school shop operation when it requires, e.g. lunch break, leave, sick leave or when the sop assistant has workshops to attend.
- Support stock take in the Storeroom and school shop during term breaks
- Stock in the School Shop items in a timely manner and deliver them to the shop as and when required.
- Good communication with teachers, students, and parents, and answer all the queries.
- Comply all GESS Health and Safety regulations, Code of Conduct and all related Policies in the School Shop management environment.
- Always maintaining the storeroom tidiness and monitoring the storeroom and mitigate risks.
General Administration
- Excellent reporting and analysis skills by using Excel, Words, etc.
- Cover and support colleagues during busy and leave periods.
- Highlight and report any operational or other issues of concern to the Procurement Manager or Head of Finance in a timely manner.
- Perform ad hoc projects or tasks allocated by Procurement Manager.
- Negotiations, recommendations, record keeping, monitoring, highlight and report to Procurement Manager for all concerns and issues.
Pipeline projects
- Be a partner of school to streamline internal processes and form new policies and procedures.
- Assist in procurement/school shop related pipeline projects, SOPs and policies, such as Procurement Policy, E procurement, tender process and change of system, software and hardware, etc.
- Other tasks, duties or projects as assigned by Procurement Manager, or Head of Finance.
Knowledge and Experience
- Strong knowledge in various areas of shool shop items but not limited to stationery, school supplies and teaching material.
- High level of communication skill, problem solving which can be used to take initiative and meet objectives
- Effective written and verbal English and communication skills.
- Self-motivated and open-minded personality with ample cultural awareness and eager to work in a multi-cultural team
- A good bachelor's degree is desired.
Technical and Soft Skills
- Customer service experience with excellent communication skills in liaising with various internal and external stakeholders is a must.
- A stress-taker with high level of tolerance, patience, and proactive mindset in resolving issues.
- Proven record of effective communication skills in coordinating with debt collections and slow paying customers.
- Proficient in using Synergetic.
- Medium level proficiency in using Microsoft Office Excel and Word
Fair Recruitment and Safeguarding: We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, marital status, pregnancy status, caregiving responsibilities, race, religion, language, disability or mental health conditions. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.
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