Procurement Governance and Systems Officer
Public Sector role
Pay rate £15.12 per hour
To start 19th August until 25th February 2025
1 day in office Bournemouth 4 days working remotely and IT equipment provided
Hours 37 per week
Monday to Friday 9am to 5pm
Must live close to Bournemouth to apply
We are seeking a candidate with the following Skills required:
- Excellent IT (including the use of Excel, Word and Outlook) and analytical skills.
- Experience of gathering data, compiling information and preparing reports
Job Overview
To provide support to the Procurement Governance and Systems Manager in the efficient administration of the Purchasing Cards & Purchasing Card System and the Council's eTendering System. This includes the Council Contract Register and Transparency Reporting requirements. Responding to requests and queries, keeping records, maintaining procedures, and running spend analysis reports.
Key Responsibilities
- The efficient and effective daily administration of the Purchasing Cards and all associated processes in accordance with the established procedures and workflows.
- To serve as the primary liaison for all Purchasing Card requests and queries via e-mail, MS Teams and telephone.
- Liaise with the Purchasing Card provider as required to manage the administration of Purchasing Cards.
- Co-ordinate the Purchasing Card application and associated card (delegates and approvers) ordering processes.
- Administer all related Purchasing Card accounts: including, but not limited to, set-up and closing, limit increase requests, change requests, PIN and card replacements and all other account maintenance.
- Provide training and advice in accordance with the procedures to all types of Cardholders and Line Managers relevant to their need.
- Process weekly Transfer and Leaver files from HR and act accordingly.
- Continuous maintenance of the card inventory and tracker spreadsheets.
- Set up and send monthly reconciliation reminders to all types of Cardholders where relevant.
- Work with the Systems Accountant to ensure the monthly reconciliation and approval of cardholder transactions are correct and completed on time to enable recharges to the accounts payable system.
- Periodically monitor Purchasing Card activity and usage patterns (i.e. off contract spend); investigate anomalies and determine appropriate action.
- Immediately inform the Procurement Governance and Systems Manager of suspected instances of misuse or fraud.
- Challenge and improve existing procedures. Propose and develop new procedures or changes as part of continuous quality improvement process and update procedures and workflows accordingly.
- Support the maintenance of the eTendering System including the Contract Register and Pipeline.
- Liaise with the eTendering System provider as required to manage the administration of the system
- Prepare the necessary data for publishing monthly transparency files.
- Run spend analysis reports as required to interpret information, highlighting relevant trends and issues on spend management to support informed decision making.
- Problem solving and making recommendations to the Procurement Governance and Systems Manager about more complex decisions
Specific Qualifications and Experience
- 3 A levels, NVQ 4, HND or diploma (or equivalent experience)Experience of using/administering Purchasing Cards and related systems or similar.
- Excellent IT (including the use of Excel, Word and Outlook) and analytical skills.
- Experience of gathering data, compiling information and preparing reports.
Personal Qualities & Attributes
- Ability to plan and organise own work, work independently and deal with competing demands.
- Ability to have a flexible approach to workload, understanding the different team and customer needs.
- Ability to use interpersonal skills to listen to others and new ideas in a constructive and positive manner and to develop solutions to a range of problems.
- Ability to communicate effectively and cause understanding in others, including proactively challenging unhelpful behaviour, drawing on knowledge of the Procurement Governance and Systems Manager inc colleagues and procurement/contractual regulations and associated processes to build supportive, positive and trusting relationships