Procurement Coordinator

2 weeks ago

University of Warwick, United Kingdom University of Warwick Full time

Permanent position, 36.5 hours per week.

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.

Procurement at Warwick is diverse, exciting and challenging and offers the opportunity to make a real contribution to the University. We are looking for individuals who relish such environments, who are dynamic, can build relationships with stakeholders and suppliers, will effectively manage cross functional project teams, can work within defined and robust procurement and audit procedures and will drive the best commercial outcomes for Warwick.

We impact over £230M of the University's expenditure across a broad range of category areas including; Estates and FM, STEMed, Commercial, Professional Services, IT and Office, and Library services. Collaboration is a key element of the Procurement team's role, whether this be working closely with departmental stakeholders to deliver their requirements within deadlines and budgets, or working with colleagues at other HEIs or consortia to maximise value through aggregated spend arrangements or framework agreements. We utilise a comprehensive suite of eProcurement tools including eTendering, eRequisitioning, eMarketplace and electronic PO distribution which complement the corporate Finance system, SAP.

Finance Office staff across the University are networked as a professional community of expertise. You will be supported to continue your professional journey through access to Continuing Professional Development training opportunities, sector networks and regular Finance Office briefings. As a member of staff at Warwick you can enjoy a wide range of competitive benefits. The University also offers a wide range of learning and development opportunities, and we will work with you to support your career development. We respect and reward achievement and recognise the importance of a flexible total reward package.

Take a look at the benefits that are on offer, including an attractive pension scheme, a generous annual leave entitlement including Christmas closure, family friendly policies, and discounted Warwick Sport membership

Interview Date: TBC.

**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, RFQs or mini competitions.
- 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 - Procurement, 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

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