Administrative Assistant

Main Purpose of Job

The eMarketplace Procurement Co-ordinator will be working in a very busy environment and supporting the delivery of the Procurement & Contracts Office key objectives relating to the eMarketplace.

Leading the procurement element of the eMarketplace implementation, specifically engaging with University suppliers in relation to eCatalogues and ensuring they relate to the preawarded procurement contracts. Supporting the onboarding of new procurement contracted suppliers around the eCatalogues while also assisting with the removal of non-contracted suppliers. Supporting the University Requisitioner community with relevant procurement eMarketplace training.

Working with the PCO Business Manager and PCO Team on procurement contracted related supplier matters.

Main Duties and Responsibilities

• Reviewing and updating of eMarketplace supplier eCatalogues

o Reviewing contracted catalogue items

o Reviewing contracted catalogue pricing

o Engaging where applicable with eMarketplace suppliers

o Maintaining accurate records of pricing approvals for auditing purposes

• Monitoring supplier compliance with the relevant procurement contracts

• Identifying suitably qualified suppliers for future onboarding to the University eMarketplace

• Collaborating with the IUA network of Universities involved with the same eMarketplace Service Provider

o Using the system reporting tools to ensure price/product reviews are in line with previously University awarded contracts

• Providing relevant Requisitioner training for using the eMarketplace system

o Updating and delivering relevant training content

• Managing and maintaining the eMarketplace supplier record details on the Procurement ACCORD database system

• Responsible for maintaining the relevant supplier information on the eMarketplace SharePoint and PCO website

• Supporting the design in conjunction to the Procurement Team, Agresso expenditure reports that will enable PCO to:

o Categorise the AGRESSO supply base

o Product interim reporting on compliance with Procurement Policy

• Providing insights for the institutional MAPP (Multi-Annual Procurement Plan)

• Reviewing the New Supplier Setup (NSS) Applications for “procurable spends” in relation to the procurement section on the form

o Advising Requestors on gaps in relation to the procurement element of the form and assisting with identifying possible supplier alternatives where contracts already exist

• Any other duties relevant in the Procurement & Contracts environment

Requirements for the role

The successful candidate will demonstrate the eligibility requirements below in terms of qualification, skills and experience:

Essential Criteria

• At a minimum, passes in 5 subjects at Leaving Certificate level (or equivalent)

• A recognised post Leaving Certificate administrative/office technology qualification

• A minimum of two years employment experience which demonstrates a high level of administrative support in a demanding office environment

• Satisfactory and relevant employment experience which demonstrates a high level of administrative support in a demanding office environment

• Strong Financial skills including MS Excel (Intermediate level)

• Ability to work independently as well as part of a team

• Prioritisation, Planning, Management of workload

• Demonstrable experience of using Agresso or another equivalent Financial Management System for both Ordering of Goods/Services and Reporting

• Be flexible and adaptable

• Attention to detail

• Work to tight deadlines

Desirable Criteria

• Excellent written and verbal communication skills

• A team player who is comfortable with accepting direction, but capable of showing initiative as required

• A mind-set of continuous improvement with the ability to improve processes and implement change within areas of responsibility

• Be highly organised; capable of self-managing multiple priorities and meeting challenging deadlines

The above criteria will be utilised to shortlist and select candidates for interview.

Salary

€42,774 - €59,401 (applicable to new entrants effective from January, 2011) and in accordance with the terms and conditions of the QA321 University’s Remuneration & Payroll Policy.

This appointment will be made on the Grade 3 payscale in line with current Government pay policy.