Vacancy Type/Job category
Management & Professional
Department
Finance Office
Sub Department
Procurement and Insurance Team
Salary
£21,585 – £24,983 per annum
Location
University of Warwick, Coventry
Vacancy Overview
Permanent position.
The University of Warwick is one of the UK’s great success stories. In less than 50 years since being founded we have become one of the country’s best universities, consistently in the top 10 of UK league tables and rapidly climbing the international rankings of world class universities. With a reputation for entrepreneurial spirit and group turnover in excess of £500m the University offers exciting career opportunities in the Finance Office.
We are looking for a Procurement Coordinator to support the Procurement 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.
You will have gained experience in a busy (ideally procurement) office and have a good understanding of procurement processes both in terms of P2P (Purchase to Pay) systems and best practice procurement.
You will ideally be studying for a Chartered Institute of Purchasing & Supply Diploma or AAT.
Job Description
JOB PURPOSE:
To support the Procurement 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 & RESPONSIBILITIES:
1. Procurement Processes
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, request for quotations or mini competitions via In-Tend.
Prepare and analyse spend reports in order 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 15, approved suppliers and their pricing, as required.
As required, ensure the efficient expediting of equipment orders relating to capital equipment projects. Work actively with external suppliers and internal departmental colleagues in order to progress, record and report on confirmed delivery dates, shipping arrangements, invoicing and ensure all associated documentation is obtained for audit purposes
2. SAP Processes
Provide Purchase Order placement service to support departments, as required, 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 Purchase Orders and appropriate approvals are obtained at various stages prior to Purchase Order 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.
3. Supplier Control
Produce and analyse usage reports and liaise with departments in order to determine compliant spend, as required.
Review intended use of suppliers in line with current approved suppliers and recommend approval for use either at vendor creation stage or on an annual basis, as required.
Draft recommendations for agreement with Line Manager (as required) and communication with departments.
4. Procurement Card Programme
Administration of the Procurement Card Application and Card Issue processes.
Monthly audit of procurement 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 Procurement Card Conditions of Use to ensure continually in line with Financial Procedure 15 and updated as required in line with new legislation or developments e.g. GDPR, Freedom of Information Act
Produce spend reports as required detailing top spend categories, merchants and recommendations for improvement.
5. eProcurement
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.
6. Market and Pricing Analysis
Analyse market trends and pricing to inform sourcing decisions and make best pricing available to Departments.
Liaise with Procurement Co-ordinator, eProcurement to ensure catalogue pricing and content is correct.
Liaise with departmental users to resolve sourcing issues.
As required, undertake product sourcing exercises in line with Financial Procedures in order to source products for best value to the University and within required timescales.
Additional duties as determined by the Line Manager.
If you wish to apply for this role, please submit a CV and covering letter by email to Paula Keville-Spain (p.keville@searchhigher.com) or for an informal and confidential conversation, please call 024 7657 5129 as soon as possible.
This job closes on the 27th of September at 12pm.
Please note previous applicants need not apply.