Procurement Administrator

Role Objective

Responsible for providing administration and analytical support to the Procurement team in respect of all Procurement activities.

Terms and Conditions

Reports to: Procurement Category Manager

Contract: Permanent

Location: By Agreement

Responsibilities

Administration and Tendering

• Provide a full administration service to the Procurement team
• Set up Suppliers, Pre-qualification questionnaires (PQQ’s) & Tenders on Proactis (Coillte’s Supplier Management System) and/or eTenders, including supporting data (maps, site listings, bidding schedules, etc.).
• Monitor all stages of the Tender process, including progress reporting.
• Extract and collate support data from Proactis and other sources, to assist in the scoring and evaluation process.
• Responsible for the preparation and processing of award and regret letters
• Set up contracts on Proactis and ensure contract acceptance
• Complete Proactis patch testing as required on a periodic basis.
• Provide support and training to staff and contractors on Proactis to ensure its efficient operation.
• Issue & monitor Quick Quote/Mini Tenders to support the business
• Provide support to ensure the effective operation of support services to include Insurance, Taxation, GDPR & Contract Register.
• Monitor and support the Procurement Derogation process
• Provide a full end to end PO & Contract administration service to the People & Services Team, to include invoice processing and payments close out.
• Provide administration support to the Procurement team on Coillte’s Intranet (Sharepoint)

Fleet & Office Facilities

• Provide administration and analytical support to the Procurement Team and wider business for day-to-day tasks and queries associated with the management of Coillte’s White Fleet, including engaging with drivers, driver managers and our external Fleet Management supplier.
• Provide administration and analytical support to the Procurement Team and wider business for day-to-day tasks and queries associated with the management of Coillte’s office network, including engagement with office co-ordinators, office managers and facilities suppliers.

Category Management

• Provide support to the Procurement Pre-Planning, Tender Evaluation & Sign Off phases
• Provide administration and analytical support on Procurement & Category Management
Strategies and Initiatives

People, Engagement & Culture

• Engage proactively with the team to improve relationships and improve the
effectiveness of the Procurement team.
• Promote a safe working environment for the team and contractors.
• Act as a role model for the Group’s values.

Behavioral Competencies

• Communication: Excellent report writing and oral communication skills with an
ability to actively engage & present information clearly and concisely.
• Collaboration: Excellent interpersonal skills to build effective relationships with staff,
contractors and stakeholders.
• Problem-Solving: Proactive in identifying issues and addressing them promptly by
working on own initiative.
• Organised: A highly organised and proactive individual that can prioritise and
execute several initiatives.
• Drive for Results: The drive to exceed goals and push self and others towards high
levels of performance.
• Execution Excellence: The capacity to reduce complexity and increase efficiency
and simplification in our business processes.
• Discretion: Personal credibility and a proven ability to maintain discretion and
confidentiality.

Desired Technical / Professional Competencies

• Education and Experience: Relevant qualification in business administration or related discipline to HETAC Level 6, with a minimum of one years’ experience working in an office environment.
• Procurement: Knowledge and awareness of procurement regulations is desirable.
• Coillte: An awareness and appreciation of the range of Coillte’s business activities.
• ICT: Excellent ICT (Office 365 & Information Systems) and office management skills

Our Values

• Respect
• Simplicity
• Empowerment
• Outward Looking
• Responsible