Job Description

Job Description: Procurement Assistant

Overview

We’re seeking a Procurement Assistant to join our dynamic Procurement Team and contribute to delivering the WWU Procurement Strategy and Annual Procurement Plan. The successful candidate will support category teams, focusing on a variety of sourcing, compliance, and supplier management activities. Reporting to the Category Manager, this position is instrumental in ensuring operational efficiency, maintaining compliance, and fostering strong relationships with stakeholders and suppliers.

At WWU, we value diversity, inclusion, and equal opportunities in the workplace. We encourage individuals from all backgrounds to apply, including underrepresented groups.

Responsibilities

Supplier Management

• Conduct supplier vetting and ensure supplier compliance.
• Coordinate supplier audits and facilitate gap closures in a timely and compliant manner.
• Maintain and update supplier records, including the Approved Vendor List (AVL).

Contract Management

• Manage contract extensions and price reviews in compliance with policies.
• Coordinate supplier performance reviews, prepare meeting agendas, and take minutes.
• Support the implementation of contracts and contract-related activities.

Sourcing Activities

• Prepare and analyze spend data to identify sourcing opportunities.
• Set up e-sourcing events, including creating questions, evaluation criteria, and templates.
• Take the lead on smaller sourcing activities and assist with peer review processes.

Stakeholder and Supplier Support

• Act as the first point of contact for internal stakeholder and supplier queries.
• Provide subject matter expertise on procurement systems and processes.
• Ensure adherence to the Procurement Policy and provide guidance when necessary.

Administrative and System Management

• Maintain accurate procurement-related records and systems.
• Approve Purchase Order (PO) Governance information and resolve identified trends.
• Standardize procurement documentation and processes.
• Support cross-category teams during staff absences.

Continuous Learning and Compliance

• Stay updated with WWU Procurement Policy, processes, and procedures.
• Maintain a working knowledge of relevant procurement legislation.

Qualifications

Educational & Licensing Requirements

• Minimum of 5 GCSEs, including at least Grade 4 (or C in Wales) in English Language and Maths, or equivalent.
• Possession of a Full UK Driving License.

Experience & Skills

• Demonstrated experience in procurement, purchasing, contracting, or supplier management.
• Basic commercial or contract knowledge.
• Excellent written and verbal communication skills, with the ability to build relationships with stakeholders at all levels.
• Strong analytical abilities and attention to detail with a proactive mindset.
• Proficiency in Microsoft Office, particularly Word, Excel, and TEAMS.
• Confidence in using IT solutions such as SAP and e-sourcing platforms.

Key Attributes

• Highly organized, with the ability to thrive in a fast-paced environment.
• Competent in multi-tasking and prioritizing tasks to meet service levels and deadlines.
• Can work autonomously and as part of a cohesive team.
• Ownership and accountability in achieving performance objectives.

Day-to-Day Responsibilities

• Conduct supplier audits, maintain supplier records, and oversee vendor compliance.
• Assist in managing contracts, lead sourcing initiatives, and analyze procurement data.
• Facilitate procurement catalogues and maintain Approved Vendor Lists (AVL).
• Use e-sourcing platforms for tenders and review associated documents.
• Provide training and support to stakeholders on procurement policies and tools.
• Collaborate with the procurement team to standardize processes and documentation.
• Tackle ad-hoc procurement requirements, ensuring compliance and administrative efficiency.
• Actively contribute to cross-category support during team member absences.
• Keep all procurement records up to date in line with company standards.