The Purchasing Officer will reports to the Purchasing Manager and support administrative activities associated with the Purchasing division; support the quotation and tendering processes and ensure compliance with Purchasing Policy within the organisation.
Principal Duties and Responsibilities
Purchasing Operations:
* Main point of contact for the Purchase Order (PO) System identifying any issues and engaging with the system provider through to resolution status.
* Provide assistance to Requisitioners and Managers in processing Purchase Requisitions.
* Training new users (both Requisitioners and Managers/Approvers) on the PO system where required.
* Engage with Requisitioners, Managers and Finance team on POs, goods receipts and invoice queries to resolution status.
* Work with the Accounts Payable team to ensure invoices are matched correctly to POs.
* Ensure compliance with Purchasing Policy with regard to all purchase requisitions.
* Administer the new supplier on-boarding process and ongoing supplier maintenance on the PO system and the Financial Management system.
* Administer the tax clearance process.
Quotation and Tendering:
* Provide assistance to Requisitioners regarding quotation processes.
* Manage & organise mini competitions for Framework Agreements.
* Manage quotation process for under €50K requirements where required.
* Provide guidance to requisitioners and Managers regarding purchasing process and policy ensuring purchasing policies are adhered to.
* Develop a proficiency in e-tenders; assisting the Purchasing Manager with all tender related tasks –e.g. advertising tenders, Q&A management, tender opening, administer COI forms to evaluators, tender submission management, etc.
* Assist the Purchasing Manager in all tender related activities such as: market research, tender document development, tender evaluation matrix development, support for tender evaluation meetings, tender response analysis, tender report, notification letters and contract execution.
* Engage with all stakeholders/departments throughout the tendering process where required.
* Reporting and Analysis:
* PO analysis and expenditure analysis.
* Compilation of PO statistics and purchasing activity related statistics for Board reports.
* Qualifications & Experience
* Required - you will have: -
* At least 3 years’ experience working in a similar public sector or semi-state purchasing role
* Data analysis skills
* Excellent IT skills, including the full range of Office: 365 is a prerequisite and can learn other specialist software
* Strong (int/external) customer service skills
* Excellent attention to detail and ability to multi-task
* Can work as part of a team and independently to deliver a common goal or objective and work across team boundaries to build and strengthen working relationships
* Can plan, organise and prioritise workload, including co-ordinating with others and ensuring deadlines and targets are met
* Display a high standard of professionalism at all times
* Desirable:
* Relevant 3rd level qualification (Purchasing, Business, Finance etc)
* Qualifications and/or courses completed in Public Procurement law and practice
* Prior experience working in the public sector
* Prior experience in financial management systems (e.g. Sage, Smart office, Integra, SAP)
* Conditions and Rewards:
* The hours of work are 36 hours per week. Monday to Thursday: 9:15am to 5:30pm with 1-hour lunch break; Friday: 9:15am to 5:15pm with 1-hour lunch break
* Annual Leave excluding public holidays is 23 days per annum.
* Pension
* Access to cycle to work scheme
* Tax free Bus/ Luas/ Rail to assist with travel costs to and from work
* Access to health and wellbeing initiatives
* Learning and Development opportunities
* Hybrid working.
Please apply to be considered.
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