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Procurement and Contracts Specialist
1 month ago
We are seeking a highly skilled Procurement & Contracts Specialist to join our team at PoloWorks. As a key member of our Third-Party Oversight Function (TPOF), you will play a crucial role in managing our third-party relationships and ensuring compliance with our risk management policies.
Key Responsibilities:- Support the TPOF in managing all necessary activities related to overseeing third parties, including onboarding, risk assessments, due diligence, contracting, and ongoing monitoring/reporting.
- Maintain and update the third-party register by gathering information from various sources, such as contracts, Statements of Work (SoW), Master Service Agreements (MSA), Data Processing Agreements (DPA), due diligence documents, Key Performance Indicators (KPIs), and Service Level Agreements (SLAs).
- Support the population and production of end-to-end third-party risk management reporting dashboards.
- Liaise with business stakeholders to obtain required third-party documentation, address queries, support the onboarding process, and documentation population.
- Manage the activity tracker to provide progress reports for all third parties being onboarded.
- Manage the third-party mailbox, ensuring all requests are responded to in a timely manner.
- Oversee and organize a central document repository for all third-party materials.
- Conduct financial due diligence checks on third parties and escalate any issues to the Finance Team.
- Conduct organizational structure checks on third parties for parent companies and ultimate beneficiary owners (UBOs).
- Review onboarding materials, including the initial supplier assessment, materiality assessment, and annual review documentation.
- Assist with the onboarding and implementation of a new Contract Lifecycle Management (CLM) tool for storing all contracts and provide reporting as needed, such as alerts for contract renewals.
- Experience in managing a third-party register and activity tracker.
- Knowledge of reviewing contracts and extracting key information to populate a third-party register.
- Experience in conducting due diligence checks on third parties.
- Preferably experience using a CLM tool.
- Highly developed and demonstrable Excel skills.
- Comfortable using pivot tables for reporting.
- Database administration skills.
- Good influencing skills at senior levels to influence acceptance of a new way of working.
- Good IT skills, including wide experience of Word documents and PowerPoint.
- Excellent planning, communication, and organizational skills.
- Demonstrates behaviors aligned to the PoloWorks PRIDE values:
- Pioneering – we don't stand still.
- Responsible – We do the right thing.
- Inclusive – we all play a role.
- Delivery Focused – we provide services we are proud of.
- Empowering – we equip people to be their best.
As well as a competitive salary, discretionary annual bonus, and 25 days of annual leave (with the option to buy more), you will also get an excellent benefits package, including flexible, hybrid working, private health insurance, life assurance, income protection, enhanced pension contributions, and occupational maternity and paternity pay.
You will also have access to company volunteering days, an employee assistance program with retail discounts and savings, a generous employee referral scheme, regular sports and social events, and free Cheltenham bus travel.
PoloWorks is the leading provider of UK-based support services to the insurance market. We have built a strong reputation as dedicated and dependable experts in our field. We pride ourselves on our ability to be flexible, responsive, and knowledgeable.
As a leading service support company and turnkey managing agency, our clients choose us because our staff not only have the expertise but also a profound affinity with their business challenges. Our mission is to support, inspire, and develop the insurers of today and tomorrow.
Our clients, whether digital start-ups or well-established organizations, rely on the PoloWorks team to develop and strengthen their businesses. Our clients' goals are our goals. As such, we design and deliver bespoke solutions to their specific business challenges.
With offices in London and Cheltenham, PoloWorks has ambitious growth plans, offering exciting opportunities for anyone joining us on the next phase of our journey.
