Procurement Coordinator

Reference
1094968

Branch
University of Warwick

Start date
14/04/2025

Duration
6 Months

Hours and days
Standard University full time pattern

Dress code
Smart Casual

Rate of pay
£13.72

Holiday rate
£1.66

Role

To support the Purchasing and Insurance Office across all / any streams of activities, working both with suppliers and University stakeholders to ensure that the full benefits of procurement activities are realised, that procurement initiatives are delivered effectively and that target savings and efficiencies are achieved.

Duties and responsibilities

Determine and lead plans for certain commodity / project specific areas, implementing contracts, negotiating with suppliers when agreeing contract terms and promoting contract compliance across the University.  Conduct compliant lower value (non-EU) tenders, RFQs or mini competitions. Prepare and analyse spend reports to suggest improvements to contract use. Maintain contract information and monitor spend to achieve savings and value for money. Promote best procurement practices within the University, providing advice on Financial Procedure – Procurement, approved suppliers and their pricing. Ensure the efficient expediting of equipment orders relating to capital equipment projects. Work actively with external suppliers and internal departmental colleagues to progress, record and report on confirmed delivery dates, shipping arrangements, invoicing and ensure all associated documentation is obtained for audit purposes.

Provide Purchase Order (PO) placement service to support departments, and ensure correct input of details including pricing, supplier, descriptions, SAP coding, appropriate text. Work actively with internal and external stakeholders to ensure full and correct information is detailed on POs and appropriate approvals are obtained at various stages prior to PO issue. Identification of errors and correction thereof in relation to SAP records, for example, Goods Receipting, Invoice Receipting, Units of Measure. Creation and maintenance of Material Master, Info Records and Source Lists to reflect correct procurement sources, pricing and effective dates. Produce and analyse usage reports and liaise with departments to determine compliant spend. Review intended use of suppliers in line with current approved suppliers and recommend approval for use either at vendor creation stage or on annual basis. Draft recommendations for agreement with Line Manager and communication with departments.

Administration of the Procurement Card Application and card Issue processes. Monthly audit of purchasing card spend to ensure compliance with Conditions of Use and identify opportunities for more formalised arrangements to achieve best value for money or recommendations for card withdrawals. Monitor and review the Purchasing Card Conditions of Use to ensure continually in line with FP 15 and updated in line with new legislation or developments e.g Data Protection Act, Freedom of Information Act. Produce spend reports detailing top spend categories, merchants and recommendations for improvement.

Manage the supplier on-boarding process, including activities such as determination of catalogue type (hosted catalogue, punch-out form) and PO distribution method. Monitor progress in line with agreed enablement timescales. Manage supplier catalogues undertaking attributes flagging and price and content verification to ensure detail is in accordance with University contracts. Conduct cost/benefit analysis of adding further hosted catalogues. Analyse supplier usage via MI reports from the eProcurement tool and SAP and identify opportunities for further supplier onboarding, supplier reduction, savings / lost savings, core list analysis. Provide guidance and training to departmental users of the eProcurement system.

Analyse market trends and pricing to inform sourcing decisions and make best pricing available to Departments. Liaise with Purchasing Co-ordinator eProcurement to ensure catalogue pricing and content is correct. Liaise with departmental users to resolve sourcing issues. Undertake product sourcing exercises in line with FP15 to source products for best value to the University and within required timescales.

Skills and experience

Essential

• Good knowledge and experience gained in a busy, ideally purchasing, office environment, a good standard of education is expected particularly in the areas of literacy and arithmetic.
• Experience gained in a busy (ideally purchasing) office. Evidence of past employment that required attention to detail and a high level of analytical skills.
• Good understanding of procurement processes both in terms of P2P (Purchas to Pay) systems and best practice procurement.
• Excellent communication skills with the ability to build relationships with both internal customers and external suppliers. Ability to communicate effectively both orally and written.
• Excellent attention to detail with a high degree of numerical accuracy.
• A strong and confident and pro-active approach to problem solving.
• Good analytical skills.
• The ability to work under pressure and to meet time-based targets within a team environment.
• Ability to prioritise tasks effectively and work to deadlines.
• High degree of personal initiative and responsibility with strong organizational skills.
• A high level of spreadsheet experience with the ability to adapt relevant data.
• A good understanding of various software packages and corporate finance systems particularly MS Office and ideally SAP.
• The ability to produce and present meaningful, accurate and concise written and numerical reports.

 

Desirable

• Studying for an appropriate Professional Qualification e.g Chartered Institute of Purchasing and Supply Diploma, AAT.
• A good understanding of procurement process and in particular EU Procurement Directives and the Public Contracts Regulations.
• Full knowledge of the University’s procurement strategy and Financial Regulations.
• Ideally full understanding of OPeRA and the SAP Purchase Order module and understanding of how information entered onto Purchase Orders links into other areas of SAP e.g GL coding, project reporting etc.

Ideally, understanding of tendering processes and eTendering systems such as In-Tend.

Location
Combination

Additional information
Advert Closes 4th April 2025

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