Procure to Pay Manager

PURPOSE STATEMENT

To proactively manage procurement across the College and promote strategic direction

MAIN TASKS:

1. To manage the Procure to Pay Team ensuring priorities are achieved in line with set objectives.
2. To ensure all suppliers are paid to terms, supplier statements are reconciled monthly and carry out period and year end routines, including accruals.
3. To assist planning of strategic direction, implement, maintain, develop and review improvements in procure to pay systems ensuring 'fit for purpose'.
4. To ensure reporting of timely and accurate management information on procurement effectiveness and monitoring and maintenance of the contracts register alerting management to key contract dates.
5. To ensure purchase orders are raised in accordance with FRAP and that orders are checked and authorised on a daily basis and questions are asked where appropriate. Actively work to combat retrospective ordering practices.
6. To interrogate influenceable spend figures and work with budget holders and key finance personnel to maximise possible efficiencies. This includes publicising the EMMFE savings to encourage VFM.
7. To work with the Financial Controller to identify and champion procure to pay development initiatives.
8. Work to assist the Facilities Manager and Senior Finance staff to offer advice and ensure correct procurement practices around major college build projects.
9. Provide advice and guidance on contractual and commercial issues in relation to ensuring compliance with relevant statutory provisions (e.g. EU Regulations) and internal Financial Regulations & Associated Procedures and any detailed policies and procedures supplementing the main document.
10. To negotiate with potential suppliers to obtain best price for chosen product / service, using consortia and/or other methods (e.g. Collaboration) where needed.
11. Draft tender documents in accordance with agreed specifications, and offer advice to tender review panel. This may include major EU procurement tender programmes.
12. To provide staff training in Procurement and FRAP as required.
13. Act as main point of contact for AoC Procurement team, attend regional network meetings, and share best practice by introducing new initiatives as and when identified.
14. Undertaking such other duties as may be required by or on behalf of the Colchester Institute provided that they are consistent with the nature of the post.
15. Work to promote and apply the College's Equality and Diversity Policy and Practices.
16. Work to promote and apply the College's Safeguarding policy and practices.

    This job description is current as the date shown. It may be amended in any way following consultation with the post holder to take account of changes or anticipated changes in the organisation or management of Colchester Institute