Operational Buyer

3 weeks ago

Newcastle upon Tyne, United Kingdom Newcastle University Full time

**Salary**: £23,700 with progression to £25,138 per annum

Newcastle University is a great place to work, with excellent benefits. We have a generous holiday package; plus the opportunity to buy more, great pension schemes and a number of health and wellbeing initiatives to support you.

**Closing Date**: 28 August 2023

The Role

We have an exciting opportunity to join the Procurement Team based within Newcastle University’s Finance Hub. The Hub is a large team of skilled and experienced colleagues who manage the financial business activities of the University. We provide a professional and proactive service to our students, colleagues and stakeholders. We are committed to supporting the personal and professional development of our team.

Under the direction of the Procurement Operations Manager and Procurement Operations Team Leaders you shall ensure the timely and controlled processing of University purchase requisitions into purchase orders via the University Finance System and undertake the efficient resolution of various queries associated with orders, invoicing, goods/works/services receiving and vendor management.

**Your role will include**:

- Delivering procurement to the highest industry standards
- Meet departmental service levels
- Engage with both University and external stakeholders
- Adhere to University policies in addition to public legislation
- Onboard appropriate, qualified suppliers for use by University stakeholders
- Drive cost savings through effective cost management techniques
- Prepare robust documentation in order to ensure compliance requirements are met; and
- Negotiate quotations on behalf of the University to ensure value for money is delivered

Key Accountabilities
- To ensure requisitions and orders follow the requirements of the University’s Financial Regulations, Financial Procedures and Purchasing Policy and Guidance
- Contribute to the smooth running of the operational purchasing elements of the University’s SAP Finance System
- Ensure that requisitions are checked and either rejected for amendment or converted to an order in line with the purchasing rules
- Challenge end users with regards to VAT queries/category discrepancies when raising orders
- Preparing and issuing purchase orders, using standard procedures, promptly to suppliers
- Undertake vendor amendments where required, liaising with vendors and end users to ensure amendments/unblock requests are dealt with quickly and efficiently
- Assist in essential system housekeeping routines, in line with the prevailing Service Level Agreement
- Provide support for various users related to system queries and transactional processing
- Facilitate ordering through knowledge of approved contracts/suppliers and other specialist requirements for ordering e.g. specific lab supplies etc
- Liaise with suppliers, where required, to chase late or missing orders to ensure that end users receive goods/services that they request through the SAP system
- Support the work of the Procurement Operations Management team including:

- Attend and contribute to financial operations meetings to provide advice/training on the e-Marketplace
- Input on feedback to relevant area of Finance regarding any issues
- Share experience/knowledge with other Operational Buyers
- Such other duties as the Procurement Hub Management Team may reasonably require

The Person

Knowledge, Skills and Experience
- IT literacy, in particular Microsoft Office (Excel and Word)
- Able to work both as part of a team and on an individual basis
- Good level of literacy and numeracy are essential in order to interpret and communicate effectively
- Ability to manage workload across a variety of tasks
- Ability to prioritise work on a daily, weekly and monthly basis

Desirable
- Knowledge of purchasing procedures
- Knowledge of SAP Systems or equivalent ERP solutions
- Recent relevant experience from a purchasing/finance/customer service environment

Attributes and Behaviour
- Gathers relevant information and facts
- Has an eye for detail, spotting errors and ensuring accurate information
- Enthusiastic and positive outlook
- Shares relevant and useful information with others
- Gets involved with team tasks
- Works in a planned and structured way
- Tailors content of communication to the audience, changing style, tone and format appropriately

**Qualifications**:

- Educated to a minimum of 5 GCSEs grade C or above (including Maths and English) or equivalent

Newcastle University is a global University where everyone is treated with dignity and respect. As a University of Sanctuary, we aim to provide a welcoming place of safety for all, offering opportunities to people fleeing violence and persecution.

At Newcastle University we hold a silver Athena Swan award in recognition of our good employment practices for the advancement of gender equality. We also hold a Race Equality Charter Bronze award in recognition of our work towards tackling race inequality in highe

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