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E-Procurement Coordinator job description
Job Summary-E-Procurement Coordinator job description
Main responsibilities- E-Procurement Coordinator job description
Facilitate the use of epc-business.com as a procurement tool by providing administrative support to internal clients and external suppliers
Assist users within affiliate in using epc-business.com and its subsequent versions
Assist suppliers and subcontractors for Invitation to Bid (ITB) launched by their operating centre or within their own geography (language, etc)
Promote epc-business.com use within their operating centre
Remain informed of recent versions of epc-business.com
Be responsible for daily administration, user support and feedback through the EP Net Master
Attend project kick-off meetings and determine suitable EPC targets and ensure that relevant ITB’s are issued through epc-business.com
Maintain ITB tracker report and obtain feedback from Projects on ITB award Co-ordinate the buying and negotiating of requests through comparative quoting via the EPC system. Capture any savings made in the Savings Spreadsheet.
Attend weekly Supply Chain meetings
Assist in the preparation of purchasing analyses, including spreadsheet creation, data collation and running reports
Assist in departmental and Supply Chain process improvement activities
Produce procedures/ process flows as required for any EPC or process development Administer EPC Helpdesk incidents and tasks, ensuring SLA’s are met
Provide support for the procurement function in Transactional Buying
Main accountabilities:
1. Facilitate the use of epc-business.com as a procurement tool
Be responsible for the creating of projects and ITB within epc-business.com, in particular be responsible for:
Creating of the ITB file
Liaising with the project team to determine price schedule requirements
Uploading of the price schedule where applicable
Uploading of projects documents
Launching the ITB through the internet
Be responsible for the live negotiation in epc-business.com, in particular for:
Ensuring that Suppliers have been successful in downloading all information required
Managing information flow through the “forum”, receiving Supplier queries and ensuring the responses are given
Ensuring the Suppliers have been successful in uploading all information required including the price schedule
Be responsible for the creation of project and commodity templates within epc-business.com to accelerate the deployment of the tool
2. Assist suppliers and subcontractors in the use of epc-business.com
Provide on-line support for suppliers and subcontractors within their own geography (language, etc) as requested by the CFM’s or as required by a project
Provide on-line support for suppliers and subcontractors outside of their own geography when required by a project within their affiliate
Promote best practice usage of epc-business.com
3. Promote the use of epc-business.com in its operating centre
Assist in continuously driving engineering, procurement, construction and projects to use epc-business.com
Assist in the production and delivery of promotional/ training materials
Be involved in kick-off meetings/ internal or supplier training sessions, demonstrating best practice usage of EPC
4. Keep up with the most recent releases of epc-business.com
Remain informed of the latest development of epc-business.com through EPC Net Master network
Dispatch the information to the relevant users within affiliates and to suppliers and subcontractors as needed.
5. Provide and monitor internal user support
Advise users of changes to EPC-Business.com
Provide continuing support (i.e. answer questions, resolve problems) for the users
Promote best practice usage of EPC-Business.com to users
6. Co-ordinate the buying and negotiation of marine gas oil via the EPC system
Use the approved supplier base and issue ITB’s for all vessel fuel requirements
Select appropriate supplier based on cost/ supply criteria
Award fuel supply through the EPC system
Liaise with the Frame Agreement Administrator to ensure prompt payment of fuel invoices
Ensure that savings made are duly recorded in the Savings Spreadsheet
7. Provide support for the procurement function in Transactional Buying
Critical review of requisitions and specifications received to ensure that they are correctly completed in accordance with the departments’ procedure and that certification, where appropriate, has been specified.
Communicate with the Supply Chain to define requirements, seek clarification where relevant, and negotiate the best commercial and technical solution
Satisfy the requirements of the Requisitioner in as speedy and cost effective manner as possible
Maintain good communication with the Requisitioners to ensure that they are appraised of the Requisition status
Selection of approved vendors and consolidation of orders to focus transactional spend and reduce transaction cost
Negotiate the purchase and hire of equipment and services on the best terms available to TUK adhering, where relevant, to current Frame Agreements
Issue of formal Purchase Orders based on Requisition data
Progress Requisitions to ensure timely delivery and minimise Requisition backlog
Provision of expediting support to Requisitioners where required
Deal with queries relating to delivery of requisitioned items e.g. Invoice queries, short deliveries etc.
Work to set deadlines and be responsible for own time management with regular feedback on activity to the Department Head and to the Customer.
Secondary Duties and Responsibilities
Report to his team/ manager any issues which are likely to affect the smooth running of the department
Identify any training requirements which may be of benefit personally or to the department
Maintain good industrial relations within the department
Additional information:
The effectiveness of the E-Procurement Coordinator role shall be measured against the following criteria:
Increased and sustained use of EPC-Business
EPC Customer satisfaction – positive feedback from the user group
Innovation and integration in EPC, development of the RFQ facility
Reduction in the number of transactional Purchase Orders placed by Sourcing Buyers, Technical Buyer and Engineers shall be measured
Reduction in the number of transactional Purchase Orders placed by Sourcing Buyers, Technical Buyer and Engineers shall be measured
Reduction in the number of low value orders shall be measured
Consolidation of orders with Frame Agreement suppliers and concomitant opportunity for increased retrospective rebate shall be measured
Knowledge, Skills and Abilities-E-Procurement job description
Must have:
Educated to minimum HNC level in a relevant discipline or able to demonstrate a high level of experience
Good level of computer literacy with particular experience in Oracle systems and Microsoft Office Package or suitable alternative systems
Excellent administrative skills and a track record of achievement within a customer focused environment.
Procurement experience in general purchasing activities and processes
Computer literate with experience in Oracle and Microsoft Office products, especially MS Excel
Good telephone manner
Customer focused
Team Player
Ability to manage workflow
Good communication skills
Problem solving skills
Ability to work under pressure
Structured and methodical approach to work
Understanding of Supply Chain Management and a desire to progress
Willingness to work towards the CIPS professional qualification
Willingness to take on extra responsibility and eager to drive improvement
Maintain responsibility and accountability through personal commitment and behaviour.
Maintain behaviour in compliance with HSES requirements.
Report any unsafe or environmentally unsound acts and conditions to their immediate Supervisor such that remedial action can be taken to manage the risk.
Reinforce and strengthen the HSES culture at every opportunity in operations and projects.
Promote correct HSES behaviours through personal example.
Take action upon any health, safety, security and environmental matter brought to their notice, and report to their Manager on any matter which they are unable to rectify.
Nice to have:
Articulate in presenting and extracting data, through MS Excel and PowerPoint
Experience within a customer-focused environment, preferably in a Supply Chain setting
Experience and knowledge of the industry would be an advantage
Competency in database & spreadsheet management
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