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The role of the Procurement Team Admin Officer is to assist the buyers in managing procurement information, such as business cases and tender documents, ensuring they are stored centrally for quick access. This facilitates staff in viewing contract information for contract management, reporting, and audit purposes. Previous procurement exercises also aid in preparing new exercises.
Responsibilities Include:
1. Contracts Database (Complete and Historical):
2. Gather paperwork for new contracts, including signed business cases (check for approval via countersignature or email approval).
3. Create new entries in the database and upload relevant documents such as tender documents and CPD handover documents.
4. Fill in details in the database: tender information, service provider details, unsuccessful providers, and contract specifics.
5. Update, collect, and upload documents as procurement progresses, and update associated databases provided by buyers.
6. Generate monthly reports on contracts expiring within the next 12 months and email relevant staff by branch, copying in business managers.
7. Follow up on incomplete or incorrect database entries.
Position Notes Management:
Manage the position notes spreadsheet, which records the status of all procurement activities. Updates are provided by buyers at various stages, including details of tender exercises.
* Credit Card Orders: Process credit card payments on behalf of the Procurement Manager, maintaining records in email archives and folders.
* Project Report Database: Record new business cases and follow up on post-project reports when due.
Proficiency in database management, Excel, and internet usage is essential.
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