Finance and Procurement Coordinator

Doha, Qatar

Full time

Responsible for purchasing product for resale and negotiating with vendors to determine pricing and deliverables. Responsible for the entire order process from initiating the purchase order to processing the invoice. Determines product need and quantity based on sales history. Advises departments on purchases and related policies and procedures. This position has discretion in the evaluation and selection of vendors and products.

Works with AP to process and resolve invoices, credits, and commissions.

The Finance and Procurement Coordinator coordinates the procurement operations in Qatar and provides finance administration and reporting support across the Finance team. The position owns the purchase order process from vendor onboarding and requisition review through order issuance and invoice resolution, advises departments on purchasing and related policies and procedures, administers the CMU-Q contracts register, and prepares the internal reporting pack.

The position also provides a quality review layer over work prepared by contracted finance support personnel and trained cross-cover for business and travel expense processes. The role is designed to be flexible: duties may be allocated and re-allocated within the Finance function as operational needs change.

• Initiates and issues purchase orders in the University's ERP following review of departmental purchase requests for completeness, policy compliance, and funding.
• Manages vendor onboarding through Payment Works, including new vendor requests, registration follow-up with departments and vendors, and resolution of vendor and department queries.
• Evaluates vendor quotations and product or service options to determine whether they meet business needs, and supports negotiation with vendors on pricing and deliverables.
• Recommends and researches alternate or new products, services, and sources of supply where these improve value, quality, or availability.
• Resolves issues and answers questions relating to departmental and individual orders, purchases, payments, and invoicing, and follows up with vendors to ensure orders are completed per agreed terms.
• Serves as a first-line resource and advisor to departments on the University's purchasing policies, procedures, and approval thresholds.

• Administers the CMU-Q contracts register across the contract life cycle, including renewals, amendments, and terminations.
• Ensures University contract requirements are in place for purchases, routing contract requests, terms and conditions reviews, and catering and event venue agreements to the University Contracts Office.
• Coordinates with Procurement Services and the Director, Finance on high-value purchases, requests for quotation, and requests for proposal.

• Prepares and maintains the internal reporting pack, including the quarterly open purchase order and encumbrance review, oversight of the processed invoice listing, and the tuition revenue schedule.
• Processes and resolves payment-related matters in collaboration with Accounts Payable, including review of orders, receiving status, credits, and redistributions.
• Reviews reconciliations and schedules prepared by contracted finance support personnel before submission to the Director, Finance for approval.
• Supports year-end financial preparation, external audit, and agreed-upon procedures requests, including retrieval of purchase order and payment documentation.

• Provides trained cover for business and travel expense processes, including expense report review and Procurement Card administration, during peak periods and absences.
• Supports the review of student account, financial aid, and receipts reconciliations in coordination with Enrollment Services.
• Supports procurement coordination for academic departments as needed.

• Offers first-class customer service to departments, vendors, and colleagues at all times.
• Assists with purchasing, financial, inventory, and audit reviews.
• Performs other related duties and projects as assigned.

• Bachelor's degree required. Business administration, accounting, finance, supply chain, or a related field preferred.

• One to three years of experience in purchasing, procurement, vendor management, contract administration, or accounting. Experience spanning more than one of these areas is preferred.
• Experience with University systems and policies (Oracle, Payment Works, and Workday) and with higher education or Qatar Foundation environments is preferred.

• Strong analytical, interpersonal, negotiation, and problem-solving and reasoning skills.
• Effective oral and written communication skills in English.
• Close attention to detail, with accurate and well-maintained records and reports.
• Ability to prioritize work, handle multiple tasks simultaneously, and meet deadlines under pressure and with…