Purchase Administrator
Civica UK Ltd | Vadodara | Full-time | apply.workable.com |
Role Purpose
To provide order processing and support in accordance with existing processes and procedures for both cost of sale and overhead expenditure. Main areas of responsibility include processing of requisitions, purchase orders, and the cost vetting of sales orders (SO)
Job Description
• Obtain quotations and undertake negotiations with suppliers, this includes price but also other aspects such as payment terms, delivery lead-times, commercial viability etc.
• Review multiple requisition types and raise purchase orders in-line with process and procedures
• Ensure that coding of requisitions / purchase orders is accurate according to agreed guidelines given by Accounts department (in support reporting criteria set out by the Civica Board)
• Obtain & expedite authorisation(s) in-line with the authorisation matrix and any other nominated approvers
• Identify and implement cost and process saving opportunities when savings outweigh the effort required to achieve and with the full agreement of the originator
• Maintain and update price lists for third party items in support of SO formation and cost vetting responsibilities
• Cost vet customer sales orders for civica business units
• Co-ordinate on site deliveries (when applicable) and administer process such as scanner installations
• Record and monitor the bulk software licensing (global stock) movements to ensure continuity of supply and accurate stock movement records
• The issue, receipt, custody and control of internal stock, to include monthly stock take and summary reporting in timely manner
• Support any other third party cost and service requirements
• Assume basic category management responsibilities as directed
• Create excel reports on a range of purchasing areas(ad-hoc / scheduled)
• Fleet – supporting the Fleet Manager with daily administration tasks to include the expedition and document management of employee declarations, license checking, insurance and MOT documentation, etc.
• Business Travel Management – Manage travel mailbox including : Setting up new users / Investigate and resolve booking issues / manage travel approvals
Requirements
• Strong written and oral communications skills at all levels
• High levels of customer service delivery
• Commercial awareness
• Competent negotiator
• Attention to detail and procedural compliance
• Work as part of team and under own initiative and motivation
• Well organized and used to prioritising workload
• Desire to succeed and achieve
Benefits
Civica is a Diversity Leader, ranked as one of the top European companies for workplace diversity and equality - Financial Times 2021.
Civica is committed to building and maintaining an inclusive and supportive culture where diversity thrives, and all of our people excel. We believe that diversity stimulates innovation, enables us to deliver better outcomes for people and communities, supports the growth of our people, and delivers great results for our customers.
Civica recruit, promote and reward our people based on their contribution, regardless of gender, race, disability, religion/belief, nationality, ethnicity, sexual orientation, age or marital status.
About Civica
We’re Civica and we make software that helps deliver critical services for citizens all around the world. From local government to central [federal] government, to education, to health and care, over 5,000 public bodies across the globe use our software to help provide critical services to over 100 million citizens.
Our aspiration is to be a GovTech champion everywhere we work around the globe, supporting the needs of citizens and those that serve them every day. Building on 21 years of continuous growth and success, we're at a pivotal point on our journey to realise that aspiration.
As a company, we’re passionate about what we do and the citizens we help to serve. If you too would like to help champion the use of technology in public services, to improve outcomes for citizens and public sector organizations, then Civica is the right place for you.
We will help you unlock the best version of yourself, achieve growth in your career whilst making a real difference to people and communities.
Benefits: Life at Civica is fun and flexible. We have the following benefits that make us – one of the top employers of choice and a great place to work.
Civica Foundation | Giving Culture: We encourage our people to take advantage of our Days of Difference initiative that makes a lasting impact in the community through goodness and charity.
Civica Culture | Work life balance and Blended working: Flexible working, less commuting and more time with friends and family gives a perfect work life balance to our people.
Learning and Development | Growth Opportunities: Civica has a unique 70:20:10 learning model, which supports your learning demands in an interesting, challenging & fun way!
Benefits
• Employee Wellbeing: Being a people-first company, we have integrated health and wellbeing benefits for our members and their family. We have a team of Mental Health Champions working hard to change the stigma around Mental Health. We routinely run awareness workshops to ensure our colleagues better understand how Mental Health can impact your day-to-day life. We are available for support when you need it most and actively encourage our people to reach out to us.
• Generous Leave Policy: Civica allows you to take time off from work with generous leave benefits.
• Rewards and Recognition: We recognise and appreciate our colleagues for their contribution by monetary/non-monetary recognitions and rewards.
• Tenure Milestone Recognition: We value and recognise the years of service of our people.
• Employee-led Affinity Groups: Civica has different affinity groups in place, where people can share experiences and put forward their ideas, suggestions and recommendations to make Civica an even more inclusive organisation for everyone. Our groups are for anyone who wants to support and ally with that community.
Civica Accolades:
• ‘Investors in People’ – Gold: We prioritise the development of our colleagues to match their ambition.
• Great Place to Work: We are dedicated to create an outstanding employee experience.
• Financial Times - Diversity Leader 2023: We’re committed to maintaining an inclusive and supportive culture.
• Australian Business Awards – Employer of choice.
• Top rated employer – Glassdoor: Our average length of service is 9 years.
• Societal Impact: Our solutions impact positive societal change, supporting local Authorities, Schools, Police forces, the
NHS and numerous Central Government offices.
To provide order processing and support in accordance with existing processes and procedures for both cost of sale and overhead expenditure. Main areas of responsibility include processing of requisitions, purchase orders, and the cost vetting of sales orders (SO)
Job Description
• Obtain quotations and undertake negotiations with suppliers, this includes price but also other aspects such as payment terms, delivery lead-times, commercial viability etc.
• Review multiple requisition types and raise purchase orders in-line with process and procedures
• Ensure that coding of requisitions / purchase orders is accurate according to agreed guidelines given by Accounts department (in support reporting criteria set out by the Civica Board)
• Obtain & expedite authorisation(s) in-line with the authorisation matrix and any other nominated approvers
• Identify and implement cost and process saving opportunities when savings outweigh the effort required to achieve and with the full agreement of the originator
• Maintain and update price lists for third party items in support of SO formation and cost vetting responsibilities
• Cost vet customer sales orders for civica business units
• Co-ordinate on site deliveries (when applicable) and administer process such as scanner installations
• Record and monitor the bulk software licensing (global stock) movements to ensure continuity of supply and accurate stock movement records
• The issue, receipt, custody and control of internal stock, to include monthly stock take and summary reporting in timely manner
• Support any other third party cost and service requirements
• Assume basic category management responsibilities as directed
• Create excel reports on a range of purchasing areas(ad-hoc / scheduled)
• Fleet – supporting the Fleet Manager with daily administration tasks to include the expedition and document management of employee declarations, license checking, insurance and MOT documentation, etc.
• Business Travel Management – Manage travel mailbox including : Setting up new users / Investigate and resolve booking issues / manage travel approvals
Requirements
• Strong written and oral communications skills at all levels
• High levels of customer service delivery
• Commercial awareness
• Competent negotiator
• Attention to detail and procedural compliance
• Work as part of team and under own initiative and motivation
• Well organized and used to prioritising workload
• Desire to succeed and achieve
Benefits
Civica is a Diversity Leader, ranked as one of the top European companies for workplace diversity and equality - Financial Times 2021.
Civica is committed to building and maintaining an inclusive and supportive culture where diversity thrives, and all of our people excel. We believe that diversity stimulates innovation, enables us to deliver better outcomes for people and communities, supports the growth of our people, and delivers great results for our customers.
Civica recruit, promote and reward our people based on their contribution, regardless of gender, race, disability, religion/belief, nationality, ethnicity, sexual orientation, age or marital status.
About Civica
We’re Civica and we make software that helps deliver critical services for citizens all around the world. From local government to central [federal] government, to education, to health and care, over 5,000 public bodies across the globe use our software to help provide critical services to over 100 million citizens.
Our aspiration is to be a GovTech champion everywhere we work around the globe, supporting the needs of citizens and those that serve them every day. Building on 21 years of continuous growth and success, we're at a pivotal point on our journey to realise that aspiration.
As a company, we’re passionate about what we do and the citizens we help to serve. If you too would like to help champion the use of technology in public services, to improve outcomes for citizens and public sector organizations, then Civica is the right place for you.
We will help you unlock the best version of yourself, achieve growth in your career whilst making a real difference to people and communities.
Benefits: Life at Civica is fun and flexible. We have the following benefits that make us – one of the top employers of choice and a great place to work.
Civica Foundation | Giving Culture: We encourage our people to take advantage of our Days of Difference initiative that makes a lasting impact in the community through goodness and charity.
Civica Culture | Work life balance and Blended working: Flexible working, less commuting and more time with friends and family gives a perfect work life balance to our people.
Learning and Development | Growth Opportunities: Civica has a unique 70:20:10 learning model, which supports your learning demands in an interesting, challenging & fun way!
Benefits
• Employee Wellbeing: Being a people-first company, we have integrated health and wellbeing benefits for our members and their family. We have a team of Mental Health Champions working hard to change the stigma around Mental Health. We routinely run awareness workshops to ensure our colleagues better understand how Mental Health can impact your day-to-day life. We are available for support when you need it most and actively encourage our people to reach out to us.
• Generous Leave Policy: Civica allows you to take time off from work with generous leave benefits.
• Rewards and Recognition: We recognise and appreciate our colleagues for their contribution by monetary/non-monetary recognitions and rewards.
• Tenure Milestone Recognition: We value and recognise the years of service of our people.
• Employee-led Affinity Groups: Civica has different affinity groups in place, where people can share experiences and put forward their ideas, suggestions and recommendations to make Civica an even more inclusive organisation for everyone. Our groups are for anyone who wants to support and ally with that community.
Civica Accolades:
• ‘Investors in People’ – Gold: We prioritise the development of our colleagues to match their ambition.
• Great Place to Work: We are dedicated to create an outstanding employee experience.
• Financial Times - Diversity Leader 2023: We’re committed to maintaining an inclusive and supportive culture.
• Australian Business Awards – Employer of choice.
• Top rated employer – Glassdoor: Our average length of service is 9 years.
• Societal Impact: Our solutions impact positive societal change, supporting local Authorities, Schools, Police forces, the
NHS and numerous Central Government offices.
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