Procurement Systems Analysts Full Time

Job Description

Primary Responsibilities

• Work closely with relevant teams, to ensure data consistency across procurement systems
• Identify and correct discrepancies or errors in the data
• Regularly verify existing data for accuracy and completeness
• Provide ongoing support to ensure data, items and suppliers are up to date
• Generate and analyse reports to track data accuracy and systems performance
• Regularly perform system checks to ensure the procurement systems are functioning correctly
• Work with the systems provider IT Support team to troubleshoot and resolve any systems issues
• Develop and enforce procedures for data entry and updating to minimize errors
• Setup, update and maintain products, suppliers and contract records on the Procurement systems in a timely and accurate manner
• Ensure that changes in supplier details, pricing, products specifications, and other relevant information are promptly reflected in the procurement systems
• Support with supplier due diligence process ensuring all certificates and contact details and updated and maintained
• Action price changes in all procurement systems and run analytic sales reports to support the central procurement team on analysis of impact
• Assist with running reporting to analyse volumes for rebates with suppliers and update procurement saving tracker
• Support in communicating any supplier updates, schedules or deliveries
• Identify cost-saving opportunities through sourcing alternative products and services, continually challenging the supplier base to seek new innovations and cost optimization
• Assist in building strong business partnerships with suppliers
• Responsible for day-to-day communication with suppliers to ensure Service Level Agreements and Key Performance Indicators are being achieved (communicate to sites any service changes, price adjustments, shortages or changes to operating hours) with keen focus on driver strong partnerships, commercials and sustainability.
• Responsible for the reconciliation, control and ensure rebates are invoiced according to terms agreed with relevant suppliers
• Assist in the preparation and development of Invitation to Tender (ITT), Request for Information (RFI), Request for Proposal (RFP) and Request for Quotation (RFQ) tender documents
• Provide support with the tender process, including selection of contractors and provision of all relevant contract and schedule documentation
• Support with the analysis and benchmarking of bidders’ submissions
• Provide accurate monthly reporting as requested
• Support with contract negotiation and proposal with suppliers
• Conduct supplier due diligence with compliance and supplier certifications

Qualifications

Experience & Qualifications Required:

• Degree level or equivalent (especially maths, law, finance, quantity surveying and similar subjects)
• Ideally working towards MCIPS or already qualified administrative experience, IT and MS Office proficient

Essential Skills:

• Good knowledge and understanding of tendering and procurement processes
• Knowledge of the supply markets and an understanding of hospitality industry would be a distinct advantage
• Proven track record in previous procurement analyst role, with the ability to analyse multiple categories of direct & indirect spend
• Strong negotiation, analytical and organisational skills
• Highly numerate, MS Excel-literate to regular user standard
• Able to build strong, honest relationships with colleagues, internal stakeholders and suppliers
• Excellent communication skills
• Self-motivated with an ability to work under pressure
• Strong team player, particularly in a changing environment
• Attention to detail and ability to prioritise a high workload effectively