Procurement Administrator

Role Objective

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

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.

Behavioural 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.