bpha ROLE PROFILE

JOB TITLE: / Procurement Co-ordinator / REPORTS TO: / Procurement and Contracts Officer
POSITION LEVEL: / Level 5H
JOB PURPOSE: /
  • To support the Procurement and Contracts Team in the advertisement, co-ordination and general management of all new procurement and administration of existing contracts.
  • To provide support in the management of the bpha e-procurement system and co-ordinate with other departments across the organisation in the procurement of new contracts, supplies or services.
  • To provide administrative support to the management of bpha’s supply chain to include attendance at supplier or contractor meetings, production of meeting records and the like.

KEY RESULT AREAS / MEASURES OF SUCCESS / PERSON REQUIREMENTS
  1. To support and improve the service offered by the Procurement and Contracts Team within Property Services.
  2. To ensure the administration of the Procurement and Contracts Team activities within Property Services is effective and meets required standards.
  3. To support the maintenance and management of a bpha e-procurement system for all procurements undertaken within the business and to act as a focal point for suppliers in terms of their interaction with the team through the system.
  4. To ensure supplier and contractor meetings are arranged with outcomes communicated to all parties.
  5. To co-ordinate with identified ‘procurement leads’ in other departments to share procurement policies, procedures and working practices.
  6. To assist in the development and maintenance of an approved list of bpha suppliers and to ensure all key contract criteria is documented and compliant with contract terms.
  7. To assist in the preparation of reports from bpha IT systems relating to procurement, contractor performance (KPIs) or payment/finance issues.
  8. To assist in the checking of contractor’s health, safety and insurance documents.
  9. To assist in the review of bpha targets, internal processes and seek to continually improve efficiency, value and performance.
  10. To engage and consult with customers to identify areas for service review and improvement.
/
  1. The administration of new procurements is managed to comply with statutory criteria and expected internal standards, with processes being fully auditable for presentation internally and to external third parties.
  2. A centralised ‘Contracts Register’ of approved suppliers exists and is appropriately maintained and monitored.
  3. Reports are provided promptly and in correct format.
  4. All stakeholders are fully informed throughout all procurement activity.
  5. Supplier and internal stakeholder communications are responded to quickly, appropriately and effectively.
  1. Working with others to seek to ensure that customer satisfaction with bpha Property Services is and remains above defined targets.
  2. To ensure contractor progress meetings are held regularly and are clearly recorded.
  3. Assisting in maintaining key stakeholder relationships.
  4. Health and safety documentation, insurance certificates and the like are current, held on file and available to audit.
  5. To assist in the review of supplier and contractor issues and to inform the Team of any issues that need to be addressed.
  6. To assist in the coordination of meetings, booking rooms and ensuring supporting documentation is available for meetings.
/ Skills
  1. Excellent working knowledge of Microsoft Office, MS Excel and similar IT solutions.
  2. Good organisational skills and ability to prioritise workload.
  3. Good verbal and written skills and an effective communicator of good quality, clear information to both internal and external customers.
Knowledge/Experience
  1. Knowledge and experience of construction and maintenance would be advantageous but is not essential.
  1. Previous knowledge of procurement of goods or services would be advantageous but is not essential.
Attributes
  1. Confident administrator who is able to support a small and busy team and act as a focal point of contact for both internal and external stakeholders.
  2. Committed to providing the most effective service possible.
  3. Enthusiasm for learning and developing knowledge in respect of legislation governing the procurement of new contracts.
  4. Able to work independently and without guidance but committed to the team and bpha Property Services.

VALUES AND BEHAVIOURS:

CUSTOMER FOCUSACCOUNTABILITYINNOVATION

‘Putting customers at the heart of everything we do’ ‘Say what you do and do what you say’ ‘Make change count’
COLLABORATION EFFICIENCY
‘It’s great working together’ ‘Thinking, delivering, learning’
INTEGRITY
‘Passionate about doing the “right” thing in everything that we do’
Role profiles are a snapshot of requirements at the time of writing; content may change from time to time to ensure that roles continue to meet the changing needs of the business.