Procurement Administrative Coordinator

3 weeks ago

London, Greater London, United Kingdom Centre for Environment, Fisheries and Aquaculture Science Full time

Position Overview

The primary function of this role is to deliver administrative assistance to the procurement division at the Centre for Environment, Fisheries and Aquaculture Science. This compact yet dynamic team is responsible for securing a variety of contracts essential for the organization's scientific endeavors.

This multifaceted position encompasses the management of various low-value acquisitions, including executing low-value procurement processes, while also guiding colleagues on optimal purchasing strategies. Responsibilities will include overseeing the central email communications, updating the team’s SharePoint site, maintaining the contracts database, and creating as well as revising templates and documents. The ideal candidate will also have the chance to assist team members with larger-scale procurements and projects.

This role is engaging and diverse, necessitating a proactive mindset, excellent communication abilities, and a positive, enthusiastic approach to problem-solving. The procurement team prides itself on a strong ethos centered around procurement excellence, continuous improvement, teamwork, and knowledge sharing.

Key Responsibilities

The essential duties for this position include, but are not limited to:

  • Drafting tender and contractual documents using established templates;
  • Managing the low-value 'request for quotation' process, including commercial assessments and contract awards;
  • Fostering and sustaining collaborative relationships with colleagues and external partners;
  • Overseeing a central Procurement email inbox to ensure timely processing of inquiries;
  • Administering the internal Procurement SharePoint site;
  • Providing administrative support to the broader Procurement team on larger contracts, procurements, or renewals.

Additionally, the Centre reserves the right to assign further duties and responsibilities that align with the employee's grade. Team Leaders and management will engage in discussions with staff to clarify any changes. A revised job description will be provided if necessary.

Candidate Profile

The following criteria are essential for this role, and candidates must demonstrate their skills and experience in these areas:

  • Proven experience working effectively and proactively within a team;
  • Exceptional verbal and written communication skills;
  • Ability to take ownership of tasks and contribute innovative ideas;
  • Demonstrated accuracy and attention to detail;
  • Experience collaborating with a diverse range of stakeholders using effective communication and influencing skills;
  • Proficiency in MS Office 365 applications, including Word, Excel, and MS Teams;
  • Capability to work flexibly, manage multiple priorities, and organize workload to meet deadlines;
  • Possession of a CIPS qualification (Level 2 or Level 3) or a commitment to pursue this qualification while meeting all specified criteria.

Behavioral Competencies

During the selection process, candidates will be assessed against the following behavioral competencies:

  • Effective Communication and Influence
  • Delivering Results Promptly
  • Making Sound Decisions

Evidence of these competencies should be included in the application form.

Benefits

In addition to a competitive salary, the Centre for Environment, Fisheries and Aquaculture Science contributes towards a Civil Service Defined Benefit Pension scheme. Benefits include:

  • Generous annual leave starting at 25 days, increasing to 30 days after five years, plus 8 public holidays and an additional day for the King's birthday;
  • Access to tailored learning and development opportunities;
  • A flexible working environment;
  • A culture that promotes inclusion and diversity;
  • Eligibility to join the Civil Service Pension scheme;
  • Staff recognition programs;
  • In-year award schemes.

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