Role Title: Purchasing Manager

______

Role Description

Faculty/Service: Finance

Grade: 7

Role Profile: Management

Category: Support Management

Role Purpose: Act as the University’s Procure to Pay (P2P) specialist, responsible for the ongoing management of both processes and systems in relation to P2P. Leading a team of central buyers and co-ordination of a wider group of non- centralised P2P users, the role holder will facilitate a quality service delivering purchasing efficiencies and optimising opportunities for continuous improvement via the buying team and P2P users. This will ensure the University maximises the financial and process efficiency benefits of the system, within the procurement function and the wider university.

Responsible to: Commercial Director

Key Accountabilities:

Buying Activities

 Direct line management of the procurement P2P Buyer team.

 Manage and develop the communication and relationships with non-central P2P users and their direct line manager to ensure efficient operator proficiency and consistency of use.

 Ensure financial regulations are adhered to, including the 3 quote policy for £5k - £50k requisitions conducting RFQs when required, driving best value achievable through price comparisons and market evaluation and implement improvements in conjunction with their wider team.

 Develop and lead the buying team to review expenditure for patterns to support strategic procurement activity for example warm leads for new catalogues, contracts.

 Audit requisitions and ensure the appropriate tender exemptions, if relevant are included.

 Responsibility for the performance of catalogues and punch outs – working with the procurement team to ensure prices and content are accurate and updated appropriately.

 Manage the buyer workload ensuring service delays are avoided and internal customer service is maintained through effective resource planning. ______ As the University P2P expert, provide guidance and advice to academic staff and partners on the application of University procurement procedures.

 Maintain and develop the controls/ compliance environment in relation to the P2P system and associated processes.

Reporting and Performance Management

 Maximise value for money benefits of the P2P system including both financial savings and process efficiencies within the team and across the university

 Provide monthly reporting for the university to enable further improvement in buying activity and effectiveness

 Use the Coupa search analytics to analyse and recommend to the procurement team potential contract opportunities. P2P Systems Management

 Manage testing and deployment of any system P2P upgrades; collate, assess and develop suggestions for system improvements in conjunction with IT

 Manage integrations with other NU systems including SAP and Active Directory in conjunction with IT

 Manage P2P system master data and configuration items and documentation, in conjunction with Payments Team Leader

 Manage system operator communications including guidance on financial regulations

 Manage user lists for Coupa, so that licenses are optimised

 Manage system issues/ faults to SAP, COUPA and Parseq for resolution.

 Facilitate development for new users to the P2P system ensuring a high level of proficiency. Continuous Improvement

 Input into the strategic direction and implement and manage the phased improvement plan for the P2P system.

 Continuously seek to identify opportunities to drive greater efficiency (for example in relation to approval chain optimisation, appropriateness of P-cards and associated spend categories)

 Liaise with the procurement team, faculty resource managers and buyers to investigate any opportunity areas e.g; specialist approval categories, bulk or specialist orders opportunities when required.

 Drive “spend under management”, by using the system analytics and spend analysis to identify potential catalogues and punch outs to be created.

Our Mission: ______ Northumbria university creates and applies knowledge for the benefit of individuals, communities and the economy. Through excellent research, teaching and innovation we transform lives, making a powerful contribution to cultural and economic development and regeneration, locally, nationally and globally. This is achieved by working as ‘one university’ which is underpinned by our values.

Working Relationships: It will be essential that the post holder establishes and maintains good and effective working relationships with other members of the designated team. Good relationships with all staff and students of the University will also be essential. The post holder will be expected to liaise with external organisations as necessary.

Location: The post holder will be required to work at any of the University's sites depending on the location of the particular section he/she is supporting. Initially the post holder will be located at the Finance and Planning Department, Sutherland Building, Newcastle upon Tyne.

Attendance Requirements: The standard working week is 37 hours and a flexible scheme of working hours is in operation.

Additional Information:

References: Contact with your present or most recent employer will be made if you are offered the position. Please complete the relevant section in the application form. ______Person Specification

School/Service: Finance Role Title: Purchasing Manager Grade: 7 Skills, Experience and Qualifications Essential A Degree qualified, or with 5+ years of relevant demonstrable work experience and or qualifications in one or more of financial, purchasing and IT environments B Strong understanding of both the procure to pay process and the COUPA P2P system C Focussed on continuous improvement and have the ability to identify opportunities and be self-motivated to deliver D Commercially minded, confident numerically, able to analyse data and identify actions E Excellent stakeholder management and influencing skills F Leadership and management of teams of equivalent size to that relating to this role G Ability to develop strategic road map for further development of the P2P environment

Desirable H Knowledge of the University procurement policies I Experience of public sector regulations J Possess a positive, proactive, inclusive approach to work