Procurement Assistant

6 months ago

Derby, United Kingdom Porterbrook Full time

Our mission is to provide high-quality, digitally-enabled rolling stock solutions that help deliver a safe, efficient and sustainable railway.- Since 1996, our investments have totalled over £3bn, including the commissioning of over 2,500 new passenger and freight vehicles. We plan to invest over £1bn into UK rail in the coming years to deliver high quality new and refurbished vehicles for passengers and freight customers.But financing new trains is not the end-game. Our asset stewardship role includes management of assets to ensure performance, safety and long-term suitability over their full economic life.**About the team**
- Our procurement team consists of specialists based in Derby and Long Marston. The team work closely with all departments in the procurement of goods and services, both engineering and non-engineeringKey Responsibilities

**Role Purpose**
This role is a 12 month fixed term contract to provide support to the Head of Procurement and the Procurement team, managing and maintaining processes and produces, as well as, but not limited to converting Purchase Requisitions to Purchase Orders and Supplier Onboarding & Accreditation Process
- **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

**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
- Updating any BPAs with Contract Variations

**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
- 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, including the Procurement Intranet and modules of the Procurement Portal

Skills, Knowledge and Expertise

**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

**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

A great place to work
- 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:
- Excellent pension scheme
- Financial wellbeing support
- Flexible working
- Enhanced family friendly policies
- Adoption & Shared Parental Leave benefits
- Enhanced Armed Forces policies
- Ongoing support with professional and personal development’
- Long service awards
- Porterbrook Star awards
- Life assurance
- Healthcare cash plan
- 25 days’ annual leave + Bank Holidays + option to buy and sell up to 5 days’ additional leave
- Additional days annual leave for long service
- Season ticke

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