Administrative and Procurement Officer

3 weeks ago

London, United Kingdom Better Cotton Initiative (BCI) Full time

**Starting Date**: As soon as possible

**Contract type**: Permanent, full time

**Salary**: £30,100

**Location**: London, United Kingdom

**Application closing date**: 14th May 2023

**Background**

Better Cotton is the world’s largest cotton sustainability programme. Our mission: to help cotton communities survive and thrive, while protecting and restoring the environment. In challenging times, we are meeting the challenge head on. Through our network of field-level partners we have trained over 2.5 million farmers - from the smallest to the largest - in 23 countries in more sustainable farming practices. A quarter of the world’s cotton is now grown under the Better Cotton Standard. We have united the industry’s stakeholders behind our efforts, from ginners and spinners to brand owners, civil society organisations and governments. Everyone who cares about cotton and its sustainable future can now be part of something better.

**About this role**

Better Cotton is now seeking an Administrative & Procurement Officer who will ensure the smooth running of the London office and support the Procurement workstream. We are looking for an enthusiastic, energetic individual who is eager to make a difference and will thrive in guiding and supporting staff.

You will be responsible for managing day-to-day procurement tasks and work with your team to develop IT solutions to automate and simplify these tasks, so being able to think outside the box will come in handy. You will, indeed, join the Global Operations team which plays a key role in supporting the daily global operations of the organisation and seeks to improve and facilitate how we operate

**Some of your responsibilities**

**Suppliers and Contract Management (60%)**

**Day-to-day tasks & continuous improvement**
- Monitor and address internal support requests
- Assist with the implementation of processes and policies, including: review documentation as required; liaise with team members to support processes (Communications & Finance); proactively identify areas for improvement as required
- Conduct financial & screening checks for potential supplier, on designated software or by liaising with our due diligence partners
- Maintain an up-to-date database of suppliers & active contracts

**Day-to-day tasks & continuous improvement**
- Support the management of the internal Procurement Microsoft Teams channels to keep staff informed about upcoming and existing policies and processes
- Design training materials (written materials and videos) to guide staff through procurement
- Offer one-on-one training to staff, as required

**Suppliers onboarding and contracting**
- Onboard new suppliers (database and pre-invoicing financial checks) and prepare contracts as required
- Support the expansion of our supplier database - more comprehensive and fit for purpose, liaising with relevant staff members to understand the needs of the organisation
- Draft contracts, liaising with staff, suppliers and our legal partners, as required
- Complete and file procurement documentation related to each contract

**Office Management (40%)**
- Purchase, manage and maintain office equipment and train staff on use as necessary
- Purchase and keep up-to-date inventory of office supplies
- Manage office facilities and relationships with external service providers and periodically review their value for money
- Liaise with property management for all questions linked to building access, use, restrictions and safety requirements, and ensure that all new and visiting staff are fully briefed
- Welcome visitors and be the first point of contact for general queries to the London office
- Assist in the on boarding process for new hires in term of equipment and office space
- Develop and improve existing policies and processes relating to the use of the office and lead their implementation
- Coordinate the periodical review of the cost-effectiveness, quality and sustainability of suppliers

**Profile**

**Skills, Knowledge and Experience**
- **Essential**_
- Existing experience in administration or in a relevant position
- Proficient English (written and verbal); Better Cotton’s language of operation is English
- Excellent written and oral communication skills
- Happy to provide support to others
- Ability to work independently and to take initiative
- Strong ethics & reliability
- Solid working knowledge of Microsoft 365 package (Outlook, Word, Excel, SharePoint) or evidence of picking up IT programmes and systems quickly
- Excellent organisational skills, capacity to multi-task and handle a set of different priorities
- Experience communicating and working with a wide range of people from different backgrounds and cultures
- **Desirable**_
- Interest in and commitment to sustainability
- Experience working in procurement or purchasing (ideally for an NGO)
- Knowledge of another language

**Working arrangements**

The position is full time (40 hour work week) and based in our office i

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