JOB PURPOSE
To provide administrative and support services to the Procurement Manager during procurement and contracting activity; ensuring it is undertaken on time, in accordance with legislation, company policies and procedures. The role will involve supporting the Procurement Manager in completion of a robust tender process and completing day-to-day administration tasks associated with procurement and tendering activity and general supplier management.
KEY RESPONSIBILITIES
Administrative support to the Procurement Manger with tendering activity, including but not limited to;
Supporting internal scoping meetings
- Drafting invitation to tender (ITT) documents with the Procurement Manager.
- Generation of a supplier clarification log and collating internal responses.
- Collating supplier proposals in a centralised location.
- Generating and collating internal scoring sheets.
- Organising supplier presentations.
Drafting of tender reports with the Procurement Manager
- Tracking the status of live tenders and updating key milestones.
- Supplier database administration and management.
- Administrative support during meetings with existing suppliers.
- Administrative support with supplier presentation meetings during a live tender process. Support with ad hoc procurement tasks assigned by the Procurement Manager.
- Support the Procurement Manager with supplier performance reviews including collating contract SLAs and key deliverable data.
- Liaising with internal stakeholders throughout procurement processes
TEAM RESPONSIBILITIES
- Work as part of the team to develop and support the commercial and operational success of events.
- Create a positive, proactive culture and environment within the department.
- Always promote the professional image of the company by ensuring high standards of both professionalism and personal presentation.
- Support with the management of the business’s contracts and professional services relationships.
- Promote a compliance-first ethos across the organisation.
PERFORMANCE RESPONSIBILITIES
Performance will be monitored against the following:
- Objectives set through the Personal Development Review (PDR) process
KEY RELATIONSHIPS
- Procurement Manager
- General Counsel and Legal Executive
- Finance Director
- Head of Partnerships
- Head of Business Sustainability
- Departmental Managers
- External Suppliers
- External Agencies
KNOWLEDGE, SKILLS AND QUALIFICATIONS
- Commercial procurement and/ or formal tendering administration experience is preferrable. Supplier management and/ or administration experience.
- Exceptional organisational skills and the ability to handle multiple tasks at any one time. Comfortable working under pressure and meeting tight deadlines.
- Clear, confident, and concise communicator.
- High competency of MS Office, including MS Word, PowerPoint, Excel and Outlook
- Analytical mindset and proactive thinker.
- Strong written skills for the purpose of transcribing meeting minutes and producing written reports.
- Understanding of sustainability and corporate social responsibility (CSR).
- Driven and motivated with an enquiring mind.
- Positive mindset and a genuine team player.
- Flexible in working hours and approach.
