Purchase Administrator

Job content

Role PurposeTo provide order processing and support in accordance with existing processes and procedures for both cost of sale and overhead expenditure. Main areas of responsibility include processing of requisitions, purchase orders, and the cost vetting of sales orders (SO).The above should also be underpinned by a high level of customer support provided to Central Purchasing customers.Principal Accountabilities

• Obtain quotations and undertake negotiations with suppliers, this includes price but also other aspects such as payment terms, delivery lead-times, commercial viability etc
• Review multiple requisition types and raise purchase orders in-line with process and procedures
• Ensure that coding of requisitions / purchase orders is accurate according to agreed guidelines given by Accounts department (in support reporting criteria set out by the Civica Board)
• Obtain & expedite authorisation(s) in-line with the authorisation matrix and any other nominated approvers
• Identify and implement cost and process saving opportunities when savings outweigh the effort required to achieve and with the full agreement of the originator
• Maintain and update price lists for third party items in support of SO formation and cost vetting responsibilities
• Cost vet customer sales orders for civica business units
• Co-ordinate on site deliveries (when applicable) and administer process such as scanner installations
• Record and monitor the bulk software licensing (global stock) movements to ensure continuity of supply and accurate stock movement records
• The issue, receipt, custody and control of internal stock, to include monthly stock take and summary reporting in timely manner
• Support any other third party cost and service requirements
• Assume basic category management responsibilities as directed
• Create excel reports on a range of purchasing areas (ad-hoc / scheduled)
• Fleet – supporting the Fleet Manager with daily administration tasks to include the expedition and document management of employee declarations, license checking, insurance and MOT documentation, etc
• Business Travel Management – Manage travel mailbox including: Setting up new users / Investigate and resolve booking issues / manage travel approvals

RequirementsEssential Competencies

• Strong written and oral communications skills at all levels
• High levels of customer service delivery
• Commercial awareness
• Competent negotiator
• Attention to detail and procedural compliance
• Work as part of team and under own initiative and motivation
• Well organized and used to prioritising workload
• Desire to succeed and achieve
• IT industry and hardware & software Purchasing experience a benefit
• CIPS part or full qualified an advantage
• Broad experience in direct and indirect areas of expenditure

Preferred SkillsIT industry and hardware & software Purchasing experience a benefitCIPS part or full qualified an advantageBroad experience in direct and indirect areas of expenditure