Procurement Assistant

4 weeks ago

Derby, United Kingdom Porterbrook Full time

Porterbrook specialises in the leasing and asset management of all types of railway rolling stock and associated equipment. Based in Derby with a corporate Head Office in London and its new Rail Innovation Centre at Long Marston, the organisation is undertaking a period of transformational change as it responds to the changing landscape in rail.

**Responsibilities**
- Manage and Maintain the Oracle Procurement System
- Monitor, manage and maintain the new supplier set-up. Verifying that use of the Supplier is justified and appropriate according to process.
- Manage Indexation Process: Collating and maintaining a tracker to support the Buyers in managing their scopes of work.
- Monitor and manage (acting as gatekeeper) the PO system ensuring that all new Requisitions/ POs are reviewed in timely manner to ensure all details are present
- Challenge any inconsistency or missing data with the author. Verifying that the correct contractual documentation is in place where necessary and that it has been properly executed
- Determine and advise whether a requisition/PO is the correct order method (advising BPA where not)
- Checking that the extent of the procurement is within the Supplier’s scope of accreditation
- Ensuring finance coding is appropriate for PO

Manage BPA Creation and Liaise with Legal, to ensure:

- Contract Completion Actions are in place
- CIS post execution sign-offs
- Contract header set-up
- BPA creation, including liaising with Logistics to correctly allocate resource codes
- Drafting briefing notes for approval by Procurement team prior to circulation
- DMS Operations Library - Procurement contract section
- Assigning contract numbers
- Selecting the correct workspace structure (contract/project/tender/etc)
- Liaising with IT to set the workspaces up in DMS List

Providing Procurement administration support to the team
- Co-ordinating Procurement Events such as
- Supplier Day
- Innovation Hub
- Procurement Team Events
- Providing support to the Head of Procurement and the team on
- Travel Bookings for whole team
- Diary Management for Head of Procurement
- Taking minutes for meetings when asked

Providing Procurement Reporting to the wider business
- Complete monthly reporting pack of KPIs
- Ensure wider team maintain trackers to ensure reporting is up to date

Functions Database
- Maintain a functional database to ensure that pipeline work is planned, expiring contracts are renewed

**Other Duties**
- You will from time to time be required to undertake other duties of a similar nature as reasonably required by your line manager.
- Some occasional travelling may be required, for example to user groups or conferences.

**General Requirements**
- An individual who possesses excellent organisational experience and has experience in data input and general administrative support.
- Knowledge of Oracle is an advantage, but not essential.
- As part of working with a dynamic small team having a meticulous approach to dealing issues as they arise is a must.
- The ability to prioritise the administrative requirements of several small departments is equally important.

**Qualifications**
- Educated to suitable qualification either degree or further education standard (Desirable)
- CIPS Qualified or prepared to embark on

**Knowledge**
- Knowledge of railway industry rolling stock and components, ideal but not a prerequisite
- Legal or commercial experience would be advantageous
- Knowledge of Oracle-based system

**Key Skills**
- Ability to communicate at all levels, internally and externally
- Organisation and time management ability
- Computer literate, including intermediate Excel knowledge essential
- Meeting minute writing skills
- Administrative skills

**A great place to work**

People are the heart of Porterbrook. Our close knit team is diverse, supportive and flexible. We have a collaborative work ethic both within the company and with our customers and suppliers. In recognition of this we have been awarded:

- Investors in People Gold accreditation
- 3 Best Company awards in 2021 and recognised as an outstanding company to work for
- Investors in People Engagement award in 2020
- Investors in People 'We Invest in Wellbeing' Silver accreditation
- To learn more about why Porterbrook is a great place to work please visit our website and follow us on social media.

**Our benefits**
We are seeking the very best talent to join the team, and offer an excellent salary, along with bonus and benefits. This is a fantastic opportunity to join a great organisation with excellent people and a road map for the future to grow and develop the business. Some of our benefits are listed below:

- 25 days annual leave, plus additional days for long service
- Buy and sell up to 5 days annual leave
- Employer pension contribution of 1.5x the employee contribution
- Flexible working
- Health Shield cash plan
- Various discount schemes
- 2 paid volunteering days
- Enhanced Reserve Forces policy
- Enhanced family

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