Officer, Procurement

The Aga Khan Museum connects cultures and communities through the arts. The Museum’s mission is to spark wonder, curiosity, and understanding of Muslim cultures and their connection with other cultures through the arts. The Toronto-based Museum promotes pluralism through art, storytelling, and enlightened encounters across cultures. Using traditional and contemporary art as well as performing arts as a force for positive change, the Museum’s vision is to impact lives and contribute to more inclusive and peaceful societies. The Museum acts as a global learning hub, playing a unique and pivotal role in building connections between people and communities locally, nationally, and internationally. Purpose of Position Reporting to the Manager, Procurement Services, the Officer, Procurement plays a key role in supporting the organization's procurement operations by coordinating purchasing activities, sourcing goods and services, and managing supplier relationships to ensure cost-effective and timely procurement. The Officer, Procurement is responsible for processing requisitions and purchase orders, supporting RFQ/RFP processes, tracking orders and deliveries, maintaining procurement records, coordinating payments and reconciliations, and monitoring supplier performance. Working closely with budget managers, suppliers, and internal teams, the Officer, Procurement ensures procurement activities are efficient, compliant with organizational policies, and aligned with operational needs. Key Responsibilities Procurement Administration Administer the procurement of goods and services, maintaining accurate, organized records of purchase orders, invoices, contracts, and supporting documentation. Review and process requisitions for accuracy and compliance with specifications and policy. Ensure purchases follow procurement policy, approval thresholds, and any donor requirements. Maintain purchasing files, supplier price lists, and procurement reports to keep records current and audit-ready. Sourcing and Supplier Management Manage routine and low-value purchases, negotiating pricing, terms, and delivery with suppliers to secure value for money. Support the Manager, Procurement Services in the RFQ/RFP process by preparing vendor documents, summarizing RFP responses, and analyzing proposals for pricing, quality, and scope of work. Develop presentations and supporting materials to help budget managers and SLT make informed procurement decisions. Track vendor performance and maintain the supplier data base, including onboarding and compliance checks. Order Tracking and Delivery Management Track order status and supplier deliveries, expediting orders and resolving late, missed, or incorrect deliveries. Verify packing slips and inspect deliveries to confirm orders are complete, accurate, and meet specifications. Monitor inventory levels and flag potential shortfalls against upcoming demand. Respond promptly to budget managers, requestees, and suppliers on order status, changes, and cancellations. Payments and Financial Administration Process online purchase orders and ensure timely payment by credit card or other approved methods. Prepare monthly credit card reconciliations, ensuring accuracy and adherence to budget guidelines. Liaise with Accounts Payable to ensure accurate, timely payment of invoices. Assist in preparing and maintaining procurement budgets and financial records. Report on spend, savings and purchasing trends. Vendor Communication and Returns Notify vendors of product defects or issues and prepare return authorizations. Request vendor credits for returned items. Coordinate with the warehouse on return shipments and with logistics on outbound freight. Other Support Assist the Manager, Procurement Services with staff travel arrangements (flights and hotels) as required. Perform other duties as assigned. Qualifications & Experience Minimum university undergraduate degree in business administration, supply chain management, …

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