Procurement Administrator

at  University of Glasgow

JOB PURPOSE

To provide a specialised and efficient administrative support to the Director and Deputy Directory of Procurement and the Procurement team. Publishing all tenders through the Public Contracts Scotland portal and the University Tender Viewer portal. Supporting the Procurement team process to manage the financial risk of external suppliers, utilising Dun & Bradstreet reports as required. Supporting the Procurement team process to manage the sustainability risk of external key strategic suppliers. Full administration support for the Purchasing and Corporate cards University wide.
Effective management of the Procurement Office Web page. Booking all travel requirements for the department. Maintain Procurement Office registers as required. General administrative duties will include; filtering calls, distributing mail, arranging meetings, training courses, booking appointments, venues and refreshments. Keeping Procurement Office records up to date. Keeping all matters confidential.

MAIN DUTIES AND RESPONSIBILITIES

1. To support the Procurement Office in all aspects of the administration of the tender process, taking a cradle to grave approach. Drafting and publishing contract notices on the Public Contracts Scotland portal with 100% accuracy as instructed by Director or Deputy Director of Procurement or Category Managers. Supporting all questions and answers with effective communication to all evaluation panel members during the tender process. Uploading all tender submissions onto the University tender viewer portal. Acting with integrity whilst dealing with confidential commercial information relating to all aspects of tender exercises.
2. Effective management and monitoring of all Purchasing and Corporate cards in compliance with the card policies. Review and processing of all card requests. Monitoring and amending authorised spend levels, with compliance to the training policy as required. Supporting all card requests to ensure compliance with the online training criteria. Supporting the Director or Deputy Director of Procurement on all face to face training sessions. Undertake monthly audit spot checks. Provide guidance on best payment options; Purchase Orders / Sundry / addition of new supplier to the Agresso system. Provide monthly summary spend details to the Procurement Office monthly KPI’s.
3. Maintain and enhance the Procurement Office Web page as required.
4. Supporting the Procurement team process to manage the financial risk of external suppliers utilising Dun & Bradstreet (D&B) reports as required. Accessing the D&B portal to run individual Supplier D&B reports. Tagging key strategic suppliers in order to monitor on a monthly basis. Highlighting D&B risk reports to the Procurement Office and managing user access on the D&B portal. Supporting the Procurement team process to manage the sustainability risk of key strategic external suppliers utilising the EcoVadis portal as required.
5. To perform a range of specialised and efficient administrative duties to the Director or Deputy Directory of Procurement and the Procurement team. Supporting and updating the Procurement Office registers. Responsibility for preparation of documents, incoming mail, filing, diary management, arranging meetings and greeting visitors. Arrange various meetings, book venues, refreshments and any media / IT equipment required, prepare Agenda / minute taking as required. Booking all travel requirements.
6. To act as a main point of contact and procurement advice for departments on all aspects of the service provided by Procurement. This will require a high awareness of how and why the Procurement Office carries out its various procedures and literacy of procurement terminology.
7. To ensure appropriate procedures and documentation have been adopted and are available and accessible so that all transparency, audit and Freedom of Information obligations are met by the
   Procurement team.
8. Filing all Contracts / Framework Agreements in accordance with the Procurement Office policy.
9. To support preparation of statistical returns which the Procurement Office is required to complete for the likes of Spikes Cavell, Scottish Executive, APUC and other bodies as required.
10. To undertake any other reasonable duty as might be expected to arise in the University.
11. To contribute to the enhancement of the University’s international profile in line with the University’s Strategy 2020-2025: World Changers Together.
12. Positively contribute to support the University maintaining or enhancing the CIPS Procurement Excellence Award.