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Procurement Assistant

Requisition ID:  12301

Newcastle, GB

Contract Type:  Fixed Term
Working Pattern:  Full Time
Posted Date:  11-Oct-2021


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Salary: £22,254.00 - £25,627.00  per annum

Closing Date: Sunday 24 October 2021


The Role


To coordinate and administer tender exercises and requests for quotes across a range of procurement categories for goods, services and works.  Administer the vendor data management processes for new vendor requests and requests to amend existing vendors.  Provide support for the P2P purchasing process adding Intrastat codes and updating material codes; maintain and administer the P2P systems including adding and maintaining catalogues on the Marketplace; let and administer framework agreements; carry out audits of spend using university purchasing cards; provide guidance, support and training to Faculties and Schools as required; provide purchasing data reports.


Informal enquiries are welcomed and should be directed to Neil Addison, Head of Procurement via e-mail to neil.addison@newcastle.ac.uk 


This role is full time, fixed term until 30th July 2023.


Please ensure you upload a covering letter with your CV when applying for this role.  Only applications received via the Newcastle University website will be considered for shortlisting


Key Accountabilities


  • Maintaining the P2P marketplace including creating and maintaining catalogues and uploading them or deleting them from the Marketplace as required, implementation of new punch-out sites including testing in conjunction with the Procurement Hub, and liaison with the marketplace provider
  • Source equipment, consumables, services and works either through tender exercises, request for quotes, mini-competitions or other approved tender procedures from framework agreements or up to the current public contracts regulations thresholds for non-contract requirements to meet user requirements and provide value for money
  • Let Framework Agreements, from instigation by spend analysis and market research (internal and external), compiling tender documents, taking advice from key users to determine requirements and write specifications
  • Issuing tenders, managing vendor involvement, tender receipt and opening, evaluation of tenders to determine best value, post tender clarification and negotiation with Suppliers, advising key users of best value offers, contract awards, ongoing contract management to ensure the Supplier conforms to the agreement and subsequent contract renewal, including involvement from key users in Faculties and Schools and other HE Institutions where appropriate up to the current public contracts thresholds  for Works, Goods and Services to ensure contractual coverage for common commodities
  • Provide data and reports on purchasing activity using marketplace data, SAP BW and Microsoft Office to support Procurement Officers with category management and the Procurement Services Value for Money report
  • Verify and maintain new vendor requests and requests to amend existing vendor data checking for duplicate new vendor applications, confirming vendor addresses and contact information and VAT registration details are correct.  Checking the need for the new vendor to determine if the requirement can be met from an existing contract or vendor; assessing the vendor for IR35 requirements, undertaking a credit check of the vendor if the expected spend is in excess of £50k; and approving or rejecting the request
  • Update the P2P purchase order process entering Intrastat codes, updating Material codes such as 1ZZY codes, maintaining Product category codes to UNSPSC mapping, updating XML storage locations and informing suppliers, and amending purchase orders details
  • Provide assistance and guidance to Faculties and Schools on current Framework Agreements, Best Procurement Practice, Financial Directives, Procurement Procedures, Funding Source Procurement rules, EU Directives and National Audit Office guidelines to ensure compliance
  • Assist in School and Faculty training led by a Procurement Officer to ensure Best Value is disseminated
  • Assist in day to day running of the Procurement Services office to ensure a professional and timely service including producing management information reports as and when required


The Person (Essential)

Knowledge, Skills and Experience


  • Good IT skills to run BW reports, maintain the P2P systems and Marketplace, to create tendering documentation and schedules including graphs, spreadsheets, and presentations
  • Excellent written and verbal communication skills to communicate clearly with internal users and to express the University’s needs and requirements with external suppliers on a wide range of issues such as contract negotiations, clarifications of requirements, and progress reporting and ongoing contract and supplier management
  • Demonstrable organisational skills and be able to prioritise and reprioritise workloads accordingly
  • Experience of a computerised Purchasing Systems preferably based around an ERP system such as SAP including an online marketplace, E.g. Proactis or Science Warehouse
  • Ability to run management information reports E.g. using SAP BW and present the information using Microsoft Office and in particular using Pivot Tables
  • A knowledge of Procurement Law including PCR2015
  • An understanding of the law of contract to ensure that any contract that the University enters into does not unduly expose the institution and obtains best value
  • Understanding of Value for Money


Attributes and Behaviour


  • Gathers relevant information and facts
  • Has an eye for detail spotting errors and ensuring accurate information
  • Enthusiastic and positive outlook
  • Works in a planned and structured way
  • Shares relevant and useful information with others
  • Gets involved with team tasks





  • Educated to A Level or equivalent or have an equivalent amount of practical experience in a similar central purchasing office role
  • ECDL qualification


Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all.  You can learn more about what is available here on our Benefits Website page.

Requisition ID: 12301