Supply & Contract Management

Supply & Contract Management Coordinator
Lincolnshire County Council
37 hours per week, Monday-Friday 0900-1700
Salary - £24,000 - £26,000 depending on experience plus basic Serco benefits
**Main Purpose**:
The Supplier & Contract Management function develops strong working relationships between Serco, its customers and 3rd parties. It promotes best practice procurement on behalf of Lincolnshire County Council, managing contract life cycles and 3rd party performance.
The Supplier & Contract Management Coordinator provides support on contract administration, purchasing, procurement and billing services to Lincolnshire County Council.
The Vendor Management Coordinator is the main point of contact for routine service provided via 3rd party contracts.
**Main Accountabilities**:Service to Lincolnshire County Council**:

- Provide and update internal communications and guidance on how to order goods/services.
- Support the Ops Support Manager & Supplier & Contract Management Lead, meeting regularly with Service Leads to discuss performance, issues and opportunities.
- Provide a triage service for Lincolnshire County Council on suitable procurement methods or commercial advice for 3rd party contracts. Where required escalate to the Ops Support Manager or Supplier & Contract Management Lead.
- Respond to customer queries in a professional and supportive manner and where required re-direct appropriately.
- Review and process Purchase request forms. Forward to requsitioners or flag to the appropriate team where applicable.
- Attend fortnightly meeting with the customer and Supplier & Contract Management Lead to provide updates on Vendor Management activities.
- Administer Contract Mandate forms and where applicable raise customer quotations.

**Supplier Management**:

- Maintain positive working relationships with 3rd parties. Track performance and flag potential issues to the Ops Support Manager, Supplier & Contract Management Lead or Corporate Procurement Team.
- Distribute monthly Vendor Score Card and update report with responses.
- Work with vendors to capture relevant data to aid in production of service reporting.
- Be the escalation point of contact between operational teams and vendors for issues.
- Attend Vendor Service Management reviews.

**Procurement**:

- Adhere to corporate procurement guidelines. Follow best practice principles when undertaking procurement activity. Report any non-compliance to Supplier & Contract Management Lead or Group Procurement.
- Assist the Supplier & Contract Management Lead with procurement activity and undertake contract renewals in line with corporate policy.
- Ensure all contract databases and files are up to date.
- Administer the lifecycle of the 3rd party contracts, including where required; renewals, new agreements, ceases and novation’s.
- Proactively engage with stakeholders and Group Procurement to identify opportunities for savings or service improvement.
- Share ideas for improvement and lead on (with support) implementation of improvement solutions.

**Purchase to Pay**:

- Adhere to corporate best practice guidelines report non-compliance to the Ops Support Manager or Supplier & Contract Management Lead.
- Obtain quotes for goods/works/services
- Raise orders via SAP Guided Buying
- GRN (receipt) delivery of goods/works/services as and when notified of delivery.
- Monitor all own orders throughout lifecycle to ensure invoices are received and processed. Chase missing invoices and notify AP of support required accordingly.
- On a Monthly basis report back to the Supplier & Contract Management Lead on outstanding creditors with action plan to resolve.
- Raise customer invoices.

**Reporting**:

- Provide a monthly performance report to the Supplier & Contract Management Lead for each respective contract on:
Vendor Score Cards
Number Contracts procured/renewed KPIs associated with contract renewal process
Risks and issues
Opportunities
- As and when opportunities or issues arise feed into the team action plan. Focusing on Operation Excellence methods to identify causes and solutions to improve or resolve service issues.

**Administration**:

- Record working hours by type of work undertaken in SAP on a daily basis.
- Complete all mandatory SMS training requirements and proactively assign training of interest to self for completion.
- Review and update work instructions for areas of accountability as and when required. Adhering to Serco’s document control policy.
- Respond to Freedom of Information request responses for the account.

**What you will need for the role**:

- Essential skills/knowledge:

- Excellent attention to detail
- Strong Customer Service skills
- GCSE Maths and English minimum grade C or equivalent
- Knowledge of IT purchasing industry. This will aid in understanding requirements for the business and engaging with vendors.
- ITIL Foundation
- Experience in using SAP Guided Buying and SAP ECC
- Experience in using P2P systems
- Procurement/purch