Finance and Procurement Coordinator

Position summary

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.

Key responsibilities

Procurement and vendor operations

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 PaymentWorks, 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.

Contracts administration

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.

Financial operations and reporting

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.

Cross-functional support

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.

Service and general

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.

Qualifications

Education

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

Experience

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, PaymentWorks, and Workday) and with higher education or Qatar Foundation environments is preferred.

Skills and abilities

Strong analytical, interpersonal, negotiation, 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 frequent interruptions.

Ability to work with sensitive information and to maintain confidentiality and discretion.

Strong working knowledge of Microsoft Excel.

Certifications

A relevant professional certification (for example CSCP or CIPS) is preferred but not required.

Direction, supervision, and decision making

Receives little instruction on day-to-day work and general instructions on new assignments.

Provides functional oversight and quality review of the work activities of contracted finance support personnel. Does not have authority to undertake or recommend employment actions.

Decisions have implications for the management and operations of the department, and the position may contribute to operational and business decisions.

Working conditions

Normal office environment on the CMU-Q campus during normal business hours. Evening and weekend work may occasionally be required during peak processing, close, and audit periods.

Flexibility statement

The responsibilities above describe the general nature and level of the work and are not an exhaustive list. The university may allocate and re-allocate duties within the finance function as operational needs change, and the position is expected to provide cross-functional cover within the team.

Benefits

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.

Additional perks include a free Pittsburgh Regional Transit bus pass, access to a family concierge team to help navigate childcare needs, fitness center access, and much more.

Equal opportunity statement

Carnegie Mellon University is an equal opportunity employer committed to disability and veteran inclusion.