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Procurement & Events Assistant
il y a 2 semaines
The International School of Brussels (ISB) is a dynamic, inclusive learning organization committed to developing independent learners and international citizens. The school is a vibrant community in which students, teachers, staff and parents work together towards the achievement of our mission and goals.
Introduction to the position
The Purchasing & Events Department team of 4 provides centralized sourcing and purchasing services to support the school’s Operations and Events. The Purchasing & Events Assistant reports directly to the Purchasing & Events Manager and works in close collaboration with the Purchasing and Events Coordinators.
Key accountabilities
- Administrative support_
- Initiating price and product inquiries with vendors, and comparing vendor prices (RFPs)
- Create purchase orders from approved budget requests, place orders with selected vendors, and track deliveries to ISB
- Ensure effective & timely electronic receipt of goods in our ERP system, handle return shipments
- Follow-up of inbound & outbound deliveries, including back-orders, missing items, and processing re-orders with vendors
- Verifying processing and approving vendor invoices in close cooperation with accounts payable officer in the Finance Department
- Assist Faculty & Staff with submission of seasonal budget item requests
- General office administration, supporting other team members
- Operational support_
- Physical reception of school supplies and equipment from multiple suppliers and country-origins
- Ensure distribution of goods to multiple locations on campus in close cooperation with the internal delivery team
- Monitor status of shipments / deliveries and respond to queries from initiators of orders
- Contribute to the continuity of Procurement Office services during school breaks
- Occasional collection of school supplies from vendors (such as Ikea, Brico) with school
- Ad hoc duties such as physical on-site support of school events
- ISB Shop_
- Assist with running ISB’s on-campus and online retail shop, including sales, inventory management, and shipping out to customers
- Re-ordering apparel & accessories where necessary
- Helping to maintain the ISB Shop website in close cooperation with the ISB Communications team
- Assemble, distribute and track ‘welcome materials’ for new families (such as School Starter kits for new students) at various key times of the year + in-year replacement supplies
- Events_
Assist the Events Coordinator with the following tasks:
- Development of the master activity calendar (receive, adjust, approve, and deny additional activity/event requests. Resolve activity conflicts when they arise as best as possible
- Maintain and monitor the event management database / software platform, suggesting customisations when appropriate
- Compile event specifications for approved calendar events
- Ensure all relevant departments are aware of the event specifications and associated logístical needs
- Offer additional detailed support for particularly complex events such as hosting conferences
- Manage requests from external groups for use of campus resources
Skills and competences
- Technical_
- IT literate (MS Office, Outlook, Google Drive & Google Docs)
- Ability to communicate clearly in English in writing and verbally (English is the operational language of the school)
- Operational knowledge of French and/or Dutch a definite plus (for external contacts)
- Driving license (B level)
- Prior experience in purchasing or events
- Prior exposure to an (international) school environment is an asset
- Behavioural_
- Well-organised and problem-solving oriented, with a focus on proactive planning and implementation
- Hands-on, flexible, ‘can-do’ attitude
- Time management skills, accurate, detail-oriented
- Excellent communicator
- Team spirit, flexible, sense of humor
The International School of Brussels is an equal opportunities employer and does not discriminate based on race, color, gender, sexual orientation, national origin, religion or marital status. ISB has established a rigorous vetting process and code of conduct for all employees with regard to child protection.
Please note that by applying, you automatically consent to ISB processing the personal information that you have communicated for the needs of the recruitment process. ISB will hold your CV in the school's databases for a period of 12 months.
