Purchasing Coordinator

Ministry Function:

The Purchasing Coordinator supports the ministry of Convoy of Hope by working closely with the Purchasing Manager to ensure process efficiency, correct data management, monitoring of the purchasing database, and accurate reporting. Additionally, the team member will collaborate with departments to ensure each department’s procurement needs are supported, forecasted, and serviced well.

Essential Duties and Responsibilities:

• Coordinates purchasing activities to ensure timely and cost-effective procurement of products, materials, and supplies for Convoy of Hope programs and departments.
• Monitors and reviews the purchasing software to ensure all purchase requisitions, purchase orders, and purchase activities are responded to promptly, maintaining supporting documentation and communication.
• Reviews and processes purchase requisitions and purchase orders, ensuring alignment with budgetary guidelines and organizational standards.
• Develops and maintains relationships with vendors and suppliers to secure competitive pricing, quality products, and reliable delivery timelines.
• Collaborates with warehouse, logistics, and program teams to forecast inventory needs and prevent shortages or overstock situations.
• Monitors and tracks order status, shipment schedules, and delivery confirmations to ensure accurate and on-time fulfillment.
• Assists with evaluating supplier performance and identifying opportunities for improvement in quality, service, and cost efficiency.
• Ensures compliance with internal purchasing policies and procedures, maintaining detailed and accurate purchasing records.
• Supports the continuous improvement of purchasing systems and processes to enhance efficiency and accountability.
• Maintains confidentiality.
• Provides purchasing data reports on a scheduled and as-needed basis.
• Inform supervisor of any issues, problems, or bottlenecks that arise in relation to the overall purchasing process and purchasing data management.
• Collaborate with supervisor to identify, develop, and implement internal customer service standards and approaches.

Required Knowledge, Skills, and Abilities:

• Bachelor’s degree preferred, high school diploma or equivalent required.
• One year of data entry experience is required.
• Demonstrates ability to key data quickly and accurately.
• Possesses ability to sit for long periods of time, reviewing data.
• Exhibits proficiency with software programs, including but not limited to Microsoft Dynamics 365, Word, and Excel (Microsoft Dynamics 365 ERP certification or experience is strongly preferred).
• Previous experience with administrative work, project organization and management, as well as customer service, is required.
• Excellent communication skills, both verbal and writing.
• Strong organizational skills for handling several projects at one time.
• Must be detail-oriented with the ability to follow through with direct supervision.
• Attends and actively participates in COH At Home Week meetings and activities as a required responsibility to the organization and fellow team members.
• Serves as an advocate for the ministry, striving to nurture, broaden, and develop financial and other resource opportunities to support and expand organizational and program ministry.
• Positively represents the ministry of Convoy of Hope, including its mission statement and core values, to all outside constituencies.
• As a Christian organization, Convoy of Hope believes it is critical that team members embrace the organization's religious purposes for which it exists and not only agree with its Statement of Faith but demonstrate it in their lives on an ongoing basis.

Supervisory Responsibilities:

This position has no supervisory responsibilities at this time.