Contract: Vendor Management and Administration Assistant / South East London

Purpose:
To provide secretarial and administrative support to the Procurement Department Manager and staff members, and to provide support for procurement activities to the PROC department.
To manage the Vendor Management process and system together with the related Vendor Database, based on specific ethical, commercial, financial, technical and quality requirements.
 
Key responsibilities cover the following areas:
General Secretarial and Administrative support
Monitor the Procurement Mailbox and check that all incoming requisitions are correctly submitted.
SAP and BMS_SER Processing/Reporting
Electronic filing and archiving
Upload documents in EchoSign for electronic signatures
Reports, documents and filing
Stationery Requirements
Travel and Accommodation
Vendor Qualifications
Main Accountabilities and Responsibilities:
Secretarial and Administrative Duties:-
To provide secretarial support and general office and administrative support to PROC Manager and staff.
To process assigned requisitions to include placing services and purchase orders e.g. for subscriptions, services and goods. 
To process Job Orders in both BMS_SER database and SAP.
To create call-offs and service entries in a timely manner when receiving invoices, checking rates and amounts against contract/job order values and ensuring use of correct budget codes.
To maintain an organised filing and archiving system.  Archiving of expired contracts for off-site storage.
To prepare documents as requested including reports, memos, letters, presentations and meeting handouts.
To maintain departmental spreadsheets and databases i.e. departmental calendar planners, timesheets etc.
To organise and administer travel and accommodation arrangements for Department staff.
To co-ordinate meeting arrangements including room bookings and refreshments/lunches.
To maintain departmental diary and attendance records including meetings, annual leave, training and missions. Reconciliation of holiday cards at year end.
To ensure adequate consumable office supplies are in place to meet Department’s needs.
To update Intranet information on the Department’s page.
To assist in developing and maintaining effective administrative systems and procedures within the Department for Department records and document management.
To provide temporarily secretarial support to other departments when required.
Procurement Related Duties:-
To liaise with user departments to resolve issues relating to Procurement activities.
To monitor daily the Procurement Mbx and promptly alert the Procurement Manager of incoming requisitions after checking that they have been raised correctly and that back-up documentation is attached by liaising with User Departments.
To maintain and update the Requisition Log for the Procurement Department and forward fully signed requisition forms to buyers as per Procurement Manager’s instructions
To alert the Managing Director’s secretary when requisitions are in SAP MD’s inbox.
To issue contract handovers and, in general, arrange electronic signatures by uploading documents in EchoSign.
To be the ECMS administrator and be solely responsible for creating Contract folders.
To provide system and database support to the Procurement team when required.
Vendor Management Related Duties:-
The management of the Vendor Management System in compliance with the company’s HQ model and best practices;
Conducting local market intelligence activities;
Managing multidisciplinary Vendor Qualifications;
To assist the Procurement Department including preliminary analysis of supplier capabilities, eco-fin data, due diligence.
To implement any other reasonable request from the Procurement Manager and the Compliance, Vendor Management and Reporting Coordinator.
To assist the Vendor Management Coordinator and Officers in managing vendor feedback and subcontracting activities.
 


Reporting Duties:-
To provide support in the preparation of monthly and quarterly reports for the Procurement Vendor Management & Compliance Department.
Other Duties:-
To act as Intranet editor for the Department by updating and adding any new items.
To properly follow all client policies and procedures.
To ensure adherence to the Company’s HS&E policies, procedures and standards.
To fully comply with Code of Ethics and Law 231 principles.
Main Interfaces (relationships):

INTERNAL (company, no reporting line):
All client UK Staff
Other staff in client subsidiaries
EXTERNAL (external):
External Visitors
Travel Agents
Vendors/Suppliers
Education & Professional Qualifications:
Educated to GCSE level or equivalent
Required Experience and Technical Competencies (relevant experience and technical skills):
Familiarity with PC software including MS Office Suite
Knowledge of SAP, GPS, VMS Systems
Good administration/organisation/filing skills
Prioritising and attention to detail essential
Previous industry experience would be beneficial