Procurement Assistant

Application Deadline: 15 November 2024

Department: Procurement

Location: Derby

Description

About us
A partner that adds value today and for the future.

Porterbrook has been at the heart of the UK rail network for three decades and owns around a quarter of the national passenger rail fleet.

We mobilise private finance to drive rail growth through tailored leasing solutions, industry leading innovations and essential network projects that deliver a safe, efficient and sustainable railway.

Our mission is to provide high-quality, digitally-enabled rolling stock solutions that help deliver a safe, efficient and sustainable railway. We take an industry-leading approach, driven by innovative thinking and future planning

About the team
Our procurement team consists of specialists based in Derby and Long Marston. The team work closely with all departments in the procurement of goods and services, both engineering and non-engineering

Key Responsibilities

Role Purpose
This role is a 12 month fixed term contract to provide support to the Head of Procurement and the Procurement team, managing and maintaining processes and produces, as well as, but not limited to converting Purchase Requisitions to Purchase Orders and Supplier Onboarding & Accreditation Process

Responsibilities
Manage and Maintain the Oracle Procurement System

• Monitor, manage and maintain the new supplier set-up. Verifying that use of the Supplier is justified and appropriate according to process


• Manage Indexation Process: Collating and maintaining a tracker to support the Buyers in managing their scopes of work


• Monitor and manage (acting as gatekeeper) the PO system ensuring that all new Requisitions/ POs are reviewed in timely manner to ensure all details are present


• Challenge any inconsistency or missing data with the author. Verifying that the correct contractual documentation is in place where necessary and that it has been properly executed


• Determine and advise whether a requisition/PO is the correct order method (advising BPA where not)


• Checking that the extent of the procurement is within the Supplier's scope of accreditation

Manage BPA Creation and Liaise with Legal, to ensure:

• Contract Completion Actions are in place


• CIS post execution sign-offs


• Contract header set-up


• BPA creation, including liaising with Logistics to correctly allocate resource codes


• Updating any BPAs with Contract Variations

DMS Operations Library – Procurement contract section

• Assigning contract numbers


• Selecting the correct workspace structure (contract/project/tender/etc)


• Liaising with IT to set the workspaces up in DMS List

Providing Procurement administration support to the team

• Co-ordinating Procurement Events such as


• Supplier Day


• Innovation Hub


• Procurement Team Events


• Providing support to the Head of Procurement and the team on


• Taking minutes for meetings when asked

Providing Procurement Reporting to the wider business

• Complete monthly reporting pack of KPIs


• Ensure wider team maintain trackers to ensure reporting is up to date

Functions Database

• Maintain a functional database to ensure that pipeline work is planned, expiring contracts are renewed, including the Procurement Intranet and modules of the Procurement Portal
  
  

Skills, Knowledge and Expertise

General Requirements
An individual who possesses excellent organisational experience and has experience in data input and general administrative support. Knowledge of Oracle is an advantage, but not essential. As part of working with a dynamic small team having a meticulous approach to dealing issues as they arise is a must. The ability to prioritise the administrative requirements of several small departments is equally important

Qualifications

• Educated to suitable qualification either degree or further education standard
  

Knowledge

• Knowledge of railway industry rolling stock and components, ideal but not a prerequisite


• Legal or commercial experience would be advantageous


• Knowledge of Oracle-based system

Key Skills

• Ability to communicate at all levels, internally and externally


• Organisation and time management ability


• Computer literate, including intermediate Excel knowledge essential

A great place to work

We are seeking the very best talent to join the team, and offer an excellent salary, along with bonus and benefits.

This is a fantastic opportunity to join a great organisation with excellent people and a road map for the future to grow and develop the business. Some of our benefits are listed below:

• Excellent pension scheme


• Financial wellbeing support


• Flexible working


• Enhanced family friendly policies


• Adoption & Shared Parental Leave benefits


• Enhanced Armed Forces policies


• Ongoing support with professional and personal development'


• Long service awards


• Porterbrook Star awards


• Life assurance


• Healthcare cash plan


• 25 days' annual leave + Bank Holidays + option to buy and sell up to 5 days' additional leave


• Additional days annual leave for long service


• Season ticket loan


• Cycle to work scheme


• Free parking at our Derby and Long Marston sites

Should you be suitable for the role, the full benefits package will be discussed in more detail during your screening call.

To apply


Please follow the link at the top of this page to send your CV and a covering email with full details of why you would be a great addition to the Porterbrook team, along with details of your current salary and notice period.

If you have a disability or need any reasonable adjustments during the application and selection stages, please let us know. We're committed to building an inclusive culture where everyone can develop to their full potential.

This vacancy may close at any time once sufficient applications have been received. Early submission of your application is therefore encouraged

Please note we are not accepting approaches from recruitment agencies for this role.