Administrative Officer

Newforge Belfast

The role of the Procurement Team Admin Officer is to assist the buyers to ensure that all information regarding procurement, e.g. business cases and tender documents, are held centrally, ensuring that the relevant procurement docs can be accessed quickly in order to facilitate staff viewing contract info for Contract management purposes, for reporting and for audit purposes. Previous procurement exercises also assist in preparation of new exercises.

Duties Include:

1. Contracts Database Complete and historical):

• Collate paperwork for new contracts - Signed Business Cases (Check for Approval - Countersignature/Email Approval);
• Raise New Entries on database and upload documents Tender Documents and CPD Handover Document (if relevant);
• Complete entries in the database: Tender details, details of accepted service provider, details of Unsuccessful Service Providers & Contract details.
• Update, collect and upload more documents as the procurement progresses and update associated databases (provided by buyers).
• Notification of Contracts Expiring within next 12 months - Run monthly report from Contracts Database; Divide and email relevant staff by Branch and copy in Business Managers.
• Chase incomplete and incorrect database entries

2. Position Notes

Management of the position notes spreadsheet. The position notes document records the current status of all procurement activity within the Procurement section. Updates are provided by the buyers at various stages of the procurement process. The position notes document contains details of types of tender exercises.

3. Credit Card Orders: Making credit card payments on behalf of the Procurement Manager - keeping records in email archive and in folders.

4. Project Report database: Recording new business cases on the database and assisting buyers by chasing up post project reports when they become due.

Essential