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Procurement Office Coordinator

2 months ago

Glasgow, Glasgow City, United Kingdom University of Glasgow Full time
Job Summary

We are seeking a highly organized and detail-oriented Procurement Administrator to join our team at the University of Glasgow. The successful candidate will provide administrative support to the Director and Deputy Director of Procurement and the Procurement team.

Main Responsibilities
  1. Administrative Support
  • Provide specialized and efficient administrative support to the Director and Deputy Director of Procurement and the Procurement team.
  • Support the Procurement team in managing financial risk of external suppliers, utilizing Dun & Bradstreet reports as required.
  • Support the Procurement team in managing sustainability risk of external key strategic suppliers.
  • Perform a range of administrative duties, including filtering calls, distributing mail, arranging meetings, training courses, booking appointments, venues, and refreshments.
Tender Process Support
  • Support the Procurement Office in all aspects of the administration of the tender process, taking a cradle to grave approach.
  • Draft and publish contract notices on the Public Contracts Scotland portal with 100% accuracy as instructed by Director or Deputy Director of Procurement or Category Managers.
Purchasing and Corporate Cards Management
  • Effective management and monitoring of all Purchasing and Corporate cards in compliance with the card policies.
  • Monitoring and amending authorized spend levels, with compliance to the training policy as required.
  • Supporting all card requests to ensure compliance with the online training criteria.
Procurement Office Web Page Management
  • Maintain and enhance the Procurement Office Web page as required.
Financial Risk Management
  • Support the Procurement team process to manage the financial risk of external suppliers utilizing Dun & Bradstreet (D&B) reports as required.
  • Highlighting D&B risk reports to the Procurement Office and managing user access on the D&B portal.
Sustainability Risk Management
  • Support the Procurement team process to manage the sustainability risk of key strategic external suppliers utilizing the EcoVadis portal as required.
Procurement Advice and Support
  • Act as a main point of contact and procurement advice for departments on all aspects of the service provided by Procurement.
  • Support and update the Procurement Office registers.
Statistical Returns and Reporting
  • Support the preparation of statistical returns which the Procurement Office is required to complete for various bodies.
Procurement Excellence Award
  • Positively contribute to support the University maintaining or enhancing the CIPS Procurement Excellence Award.
Requirements
  • A2 Higher English.
  • B1 Knowledge of University Procurement Policy and Public Contracts (Scotland) Regulations 2016.
  • B2 Financial systems knowledge.
  • B3 Awareness of Procurement activities.
  • C2 Excellent IT skills including word, excel, and outlook.
  • D2 Ability to use own initiative and work under minimal supervision.
  • D4 A creative and proactive approach to preventing and solving problems.