Job Title: Procurement Administrator


Reporting to: Procurement Manager


Location: Dublin


Salary: Grade 6 with a starting salary of €30,477. The Scale for this Grade is €30,477 - €52,308 (which includes two LSI’s).  New Entrants to the Public Sector commence on first point of the Scale


Job Purpose: To provide administrative support to the Procurement Manager across the full remit of the function’s activities

 

Key Organisational Relationships:         

Procurement Manager, Financial Controller, Accounts Manager, members of the finance team, budget holders and staff.


Key External Relationships:       


Department of Agriculture, Food and the Marine, Comptroller and Auditor General, Office of Government Procurement.

 

Key Accountabilities

 

  1. Provide support to the Procurement Manager across the full remit of the function’s activities.
  2. Monitor compliance with tendering requirements and expenditure authorisation levels.
  3. Monitor organisational compliance with the guidelines for procurement.
  4. Maintain the purchase order system to support budget holders in the organisation.


Main Duties

 

  1. Monitor compliance with the organisation’s guidelines for procurement across all teams and functions.
  2. Work with all budget holders and staff to ensure the required approval process in the procurement guidelines is adhered to. This includes tender documentation, risk identification and supplier contracts.
  3. Responsible for all administration relating to public tender competitions including award letters, conflict of interest forms, internal review etc.
  4. Track contract expiry and renewal dates and ensure contract owners are aware of deadlines.
  5. Track data protection agreements with suppliers where required.
  6. Assist the procurement manager with vendor management, including tracking vendor spend and performance review.
  7. Perform annual expense analyses for all vendors.
  8. Review contracts prior to issue to ensure they contain all necessary information.
  9. Liaise with internal and external auditors as required.
  10. Ensure documentation related to tenders and purchase orders are published on the Bord Bia website on a timely basis.
  11. Review Service Level Agreements (SLAs) ensuring they are fit for purpose and correctly detail the services required.

 

 

Person Specification



Qualifications:

  • Diploma or Degree level qualification in relevant discipline e.g. Business, Accounting, Finance, etc.


Experience:

  • 3-5 years’ experience in an administration /business support role
  • Experience of public sector procurement desirable
  • Understanding of Irish agriculture and the food industry advantageous


Required Skills:

  • Strong organisational skills with the ability to prioritise, manage conflicting demands and work on own initiative
  • Ability to handle confidential and commercially sensitive material in a professional and discreet manner
  • Demonstrated ability to influence and build relationships
  • Excellent communications, both verbal and written
  • High attention to detail with problem solving skills
  • Demonstrated ability to take initiative and be proactive



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