Position Summary:
The Procurement Buyer is responsible for executing end-to-end procurement activities across various purchasing modes—Shopping, ITQ (Invitation to Quote), ITT (Invitation to Tender), WOC (Waiver of Competition)—within the ePR system. The role ensures compliance with procurement policies, service KPI’s, cost optimisation, and timely vendor engagement, contract execution and 6 monthly vendor check-ins to review service and KPI’s.
Job Details:
Work from Home
Monday to Friday | 8 AM to 5 PM Sydney Time
*Following AU Holidays
Responsibilities:
Purchase Requisition (PR) Processing
- Review and process PRs across all modes of purchase (Shopping, ITQ, ITT, WOC). Ensure all procurement activities strictly adhere to the Procurement Policy Manual (PPM).
- Ensure all PRs are supported by vendor quotations, contracts, or Schedule of Rates (SOR), and that estimated quantities are justified.
- Validate billing entity, cost centre, quotation details, and GL code alignment.
- Ensure proper vendor onboarding and quotation compliance.
Strategic Procurement & Spend Review
- Analyse spending data to identify cost-saving opportunities and supplier consolidation.
- Benchmark vendor performance and pricing to ensure competitive advantage.
- Partner with business units to forecast procurement needs and align sourcing plans.
- Conduct market research across all vendors to identify addressable spend within customer contracts and leverage findings to negotiate cost reductions.
Sourcing & Bidding
- Conduct competitive sourcing for ITQ and ITT purchases.
- Collaborate with internal stakeholders to define clear specifications, quantities, delivery timelines, and service levels. This ensures vendors understand the scope without ambiguity.
- Conduct market research to identify capable vendors. Pre-qualify them based on eligibility, capacity, and past performance. Maintain a vendor roster for future tenders.
- Prepare and issue formal bid invitations to vendors.
- Ensure solicitation documents are distributed simultaneously to all vendors with clearly defined closing dates and evaluation criteria.
- Consolidate and evaluate vendor quotations and proposals.
- Validate that vendor pricing is benchmarked against market rates and historical data to ensure price reasonableness.
- Support the two-envelope tender system, ensuring technical evaluations are completed before pricing documents are accessed.
- Document and archive all negotiation outcomes and pricing adjustments for audit and governance purposes.
- Maintain confidentiality of vendor submissions by using controlled systems or designated email domains with audit trails.
Vendor Qualification & Price Reasonableness
- Evaluate and qualify vendors for inclusion in panel/vendor lists based on compliance, performance, and strategic fit.
- Ensure all preferred vendors meet procurement policy standards and pass compliance, risk, and insurance checks.
- Assess price reasonableness through market benchmarking, historical data, and negotiation outcomes.
- Assess and document price reasonableness for all WOC submissions, especially for Strategic Partners and Preferred Vendors.
- Maintain documentation of vendor evaluations and approvals for audit and governance purposes.
Contract Management
- Establish term contracts (On-Demand or Recurring) based on purchase value.
- Ensure zero errors in scope, pricing, and liability terms.
- Upload signed contracts and manage contract dashboards.
SLA & KPI Compliance
- Adhere to turnaround times (e.g., 3WD for WOC PR, 7WD for ITQ PR).
- Meet SLA targets including 85% compliance rate and ≥10% cost savings against initial quotes
- Escalate delays beyond SLA timelines to senior leadership team within 24 hours.
Documentation & Governance
- Maintain audit trails for deviations, approvals, and vendor communications.
- Ensure all sourcing decisions and negotiation notes are documented within 48 hours in accordance with PPM.
Stakeholder Engagement
- Liaise with requestors, vendors, and internal approvers to ensure smooth procurement flow.
- Provide weekly progress updates until sourcing and contracting are complete.
- Collaborate with Finance for asset allocation and SSC for PO processing.
Qualifications:
1. Required experience
- At least 5 years in procurement or sourcing roles, preferably in regulated or enterprise environments.
- Experience with ePR systems and Procure-to-Pay workflows.
- Familiarity with ITQ/ITT bidding processes and vendor evaluation.
2. Technical skills
- Proficiency in procurement platforms
- Strong understanding of GL codes and cost centres.
- Ability to interpret and apply procurement policies and SLA metrics.
- Strategic mindset
3. Soft skills
- Detail-oriented with strong documentation and compliance discipline.
- Excellent communication and negotiation skills.
- Ability to manage multiple PRs and meet tight deadlines.