Non-profit purchasing agents keep track of organizational requisitions
Non-profit purchasing agents are responsible for requisitions, accounting and bookkeeping and data management. Most non-profits depend on donations, grants and private funding and keeping accurate records of monetary transactions are critical to survival and success of a non-profit organization. In larger non-profits, purchasing agents have the extra responsibility of a financial manager.
Expenditure and Purchase Order Tracking
A non-profit purchasing agent requires knowledge of requisitioning, bookkeeping and record keeping skills. Most non-profits depend on donations and grants with limited budgeting and purchase agents must keep track of expenditures. The purchasing agent must track and reconcile purchase orders which are categorized as "outstanding" purchase orders.
Procurement and Requisitioning Duties
Non-profit purchasing agents have the responsibility of procuring goods and services for the organization. Purchasing agents build a list of selected vendors which sell goods or services for price comparisons. It is the responsibility of the purchasing agent to compare vendor prices for selected goods and services.
Maintains Records
Procurement records provide a historical audit trail of organizational purchases. Hard copy and database records are maintained by the purchasing agent concerning computerized and off-line (non-data processing) requisitioning. Procurement records can also reflect how many items were purchased as emergency requisitions. The purchasing agent also creates and maintains a filing system for hard copy requisitions according to the organizations records retention plan.
Procurement Liaison Duties
If a non-profit has several departments in the organization, purchasing requisitions are passed through and initiated by the non-profit purchasing agent. In most non-profit organizational structures, the purchasing agent is the central point of contact for all procurement activities. The purchasing agent must be able to communicate effectively with personnel pertaining to status of requisitions and budgetary information. Non-profit purchasing agents also maintain procurement codes and classifications to track purchase orders for other departments.
Knowledge of Computer Applications
Non-profit purchasing agents must have knowledge of the latest computer applications. Programs which are used in a purchasing environment may be a custom-made software package or programs such as QuickBooks Pro for Non-Profit Organizations or Peachtree Accounting. Word processing software and applications such as, email, Internet and spreadsheet programs are requirements for a non-profit purchasing agent.
