Procurement Officer (Estates)

Reference
1100452

Branch
University of Warwick

Start date
22/09/2025

Duration
6 Months

Hours and days
Standard University full time hours pattern (36.5 hrs per week)

Dress code
Smart Casual

Rate of pay
£16.23

Holiday rate
£1.96

Role

To support the Procurement team (Estates Hub) in the provision of an efficient and responsive service.

Support the Procurement Category Management Team responsible for Estates related categories with conducting tenders, supplier appraisals & supply chain management, supplier rationalisation, SLA management.

Undertake tactical procurement exercises which result in value for money, savings an contribute to the Estates’ Procurement Strategy.

Support the dissemination of best procurement practices across the Estates operation.

Duties and responsibilities

1.  Staff Supervision

• Support the development of more junior team members.
• Where applicable, manage one or more junior members of staff.
• Manage supply chain and support the operational activities across the Category Management Framework.
• Monitor activities against agreed priorities, objectives and timescales, organise workloads and take corrective action.

2.  Procurement Processes

• Support Senior Category Managers, by conducting tenders and mini-tenders, with associated due diligence.
• Assist with management of the Estates supply chain, ensuring a high standard of performance is achieved, whilst actively keeping a core supplier base to optimal levels, to ensure effective supplier management.
• Contracts Register – maintain the Estates approved supplier contracts register ensuring
• accuracy of data and appropriate notification of contract expiry dates.
• Benchmarking – maintain and monitor a robust and update to date programme of contract benchmarking.
• Contract Review and Service Level Monitoring – implement and monitor the approved supplier contract review cycle, ensuring timely stakeholder feedback to support supplier Service Level Review meetings. 
• Management of Estates OPeRA system, including training & support.
• Category KPIs - provide standard category KPI reports to senior colleagues.

3.  Competitive Procurement Processes

• Plan, lead and award lower value procurement processes, contracts, framework agreements or RFQs. Sourcing of Materials and Contracts to ensure optimum value.
• Ensuring strict deadlines are met for stock and non-stock items.  Negotiating best prices and lead times for all items either as individual items or collectively under contract agreements, to achieve optimum savings, value for money and timescales.
• Comply with the University’s financial regulations ensuring good governance across procurement activities in compliance with statutory obligations.
• Ensure funding conditions are met and procurement is conducted with full and compliant audit trails.

4.  Contract Negotiation

• Undertake lower value, tactical negotiations to ensure commercially optimum contracts, mitigating financial and legal risk through use of University approved terms and conditions.

5.  Cross Functional Process Improvements

• Support cross functional teams across a variety of stakeholders predominantly at operational level to identify and implement opportunities for improved efficiency and contract compliance.
• Support the change process.

6.  Stakeholder Engagement

• Designated Procurement link for Estates Procurement operational issues, providing advice to predominantly management, technical and operational members of staff.
• Build effective collaborative relationships with Estates stakeholders, promoting a responsive, agile and professional image of the Estates Procurement.

7.  Any other duties as determined by Head of Procurement and Supply Chain or direct line manager.

Skills and experience

Essential:

• Good standard of education, particularly Mathematics and English
• Demonstrable experience in a procurement environment, with an established record of delivering procurement strategies and managing spend in excess of £’000Ks, together with a track record of realising savings in line with targets.
• Staff Management and Development: Capable of supervising small teams of junior staff members. Ability to delegate appropriate activities, and support staff development and performance management.
• Relationship Management: Able to foster effective relationships across a range of internal and external groups, predominantly at operational level. Influencing skills, collaborative approach and strong ability to work as part of a team.
• Category and Supply Chain Management: Understanding and application of Category and Supply Chain Management and procurement best practice. Will implement category / capital project plans across specific designated low complexity / routine areas to strict budgets / savings targets and timescales
• Change Management: Able to identify opportunities for improvements across Procurement operational processes. Able to support planning and implementing of change projects as directed by senior colleagues.
• Negotiation (including legal and financial risk management): Able to plan and lead routine negotiations, supported by senior colleagues in more complex and strategic areas. Understanding of commercial and legal risk management, financial assessments and ratio analysis.
• Procurement Processes: Able to deliver robust, auditable and effective routine procurement processes. Knowledge and application of competitive, cradle to grave quotation and tendering approaches, tactical specification development, total and whole life costing, contract award and management. Knowledge and compliance with key regulatory requirements. Knowledge and application of operational benchmarking techniques, supplier due diligence and approval processes, price file analysis, operational KPIs setting and contract management to agreed service levels.
• Systems Capability: Understanding of P2P and wider procurement and corporate systems. Confident in analysing large volumes of data to support strategy formulation. Familiar with eProcurement and eMarketplace tools, purchase order cycle inclusive of GR and IR.
• Communication: Effective and confident communicator across a variety of internal and external stakeholders, at a range of seniority levels, both written and face to face.
• Organisation, Attention to Detail and Results Focus: Strong organisation, planning and prioritisation skills, ability to adapt and be flexible. Strong numerical and written attention to detail. Ability to work under pressure to strict timescales.

Desirable:

• Educated to degree level or equivalent experience
• Working towards a relevant professional qualification e.g. CIPS qualification
• Working knowledge and experience of EU Procurement Directives / Public Contracts Regulations 2015 (as updated from time to time).

Location
Combination

Additional information
Advert closes on the 07/09/2025

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