Procurement Associate

Roles and responsibilities

Key Responsibilities:

1. Business Requirements Analysis:

• Engage with stakeholders across different industries to gather and understand business requirements.
• Analyse and document existing business processes and workflows to identify areas for improvement.
• Convert business needs into technical specifications for IT and development teams.

2. Systems Integration and Enhancement:

• Work closely with IT teams to design and implement solutions that enhance system performance and align with business goals.
• Support the integration of new systems, tools, and applications within the existing technology landscape.
• Ensure system configurations adhere to best practices and support the organisation’s strategic objectives.

3. Process Improvement:

• Drive initiatives to optimise processes through technology and automation.
• Conduct regular system performance assessments and recommend enhancements to improve efficiency and reduce costs.

4. Data Analysis and Reporting:

• Perform data analysis to provide insights that support business decisions and strategic planning.
• Develop and maintain reports and dashboards to monitor system performance and key metrics.

5. Project Management and Collaboration:

• Oversee small to medium-sized projects related to system implementation and enhancements.
• Work cross-functionally with teams such as IT, Finance, Procurement, and Operations to ensure successful project execution.
• Serve as a bridge between technical teams and business units to ensure clear communication and alignment.

6. Risk Management and Compliance:

• Identify and evaluate risks related to system changes or new implementations.
• Ensure all business systems comply with regulatory requirements and internal policies.

7. Training and Support:

• Provide training and ongoing support to end-users to drive the effective adoption of new systems and processes.
• Develop and maintain user manuals, training materials, and support documentation.

Qualifications:

• Bachelor’s degree in Business, Information Technology, or a related field.
• Experience in Procurement and Procurement Systems is essential.
• 5-7 years of experience as a Business Analyst, ideally in a shared services or multi-industry environment.
• Strong understanding of business systems, process improvement methodologies, and systems integration.
• Excellent communication, problem-solving, and analytical skills.
• Proficiency in data analysis tools and ERP systems (e.g., SAP, Oracle, etc.).
• Project management experience and the ability to thrive in a fast-paced, dynamic environment.

Desired candidate profile

1. Procurement Strategy Development

• Strategic Sourcing: Developing and implementing procurement strategies that align with the organization’s overall goals and objectives.
• Category Management: Managing specific categories of goods or services (e.g., IT, office supplies, construction materials), ensuring cost-efficiency and optimal value.
• Supplier Relationship Management: Establishing and maintaining strong relationships with suppliers to ensure long-term, sustainable partnerships and favorable terms.

2. Supplier Selection and Evaluation

• Supplier Identification: Identifying potential suppliers based on market research, qualifications, and the organization’s requirements.
• Supplier Audits and Evaluations: Conducting supplier audits, performance evaluations, and risk assessments to ensure suppliers meet quality, compliance, and delivery standards.
• Vendor Management: Overseeing the management of supplier contracts, ensuring that suppliers meet the terms and conditions outlined in contracts, including delivery schedules and quality standards.

3. Negotiation and Contract Management

• Contract Negotiation: Leading negotiations with suppliers to secure favorable pricing, terms, delivery schedules, and quality standards.
• Cost Reduction: Identifying opportunities to reduce procurement costs through strategic sourcing, bulk buying, or long-term supplier agreements.
• Contract Compliance: Ensuring that procurement contracts are legally sound, clearly outline responsibilities, and are adhered to by both parties.

4. Procurement Process Management

• Purchase Order Management: Overseeing the creation, approval, and tracking of purchase orders, ensuring that they are processed efficiently and accurately.
• Inventory Control: Collaborating with inventory and logistics teams to ensure timely procurement of goods and the management of stock levels.
• Procurement Documentation: Maintaining detailed records of procurement activities, including supplier communications, contracts, and purchase orders.

5. Budgeting and Cost Control

• Budget Management: Collaborating with the finance department to set and manage the procurement budget, ensuring that spending remains within the allocated budget.
• Cost Forecasting: Forecasting procurement expenses and providing insights on potential future costs, helping the organization plan and allocate resources effectively.
• Cost Analysis: Continuously analyzing the cost-effectiveness of procurement activities and making recommendations for improvements.