At World Fuel Services, our employees are the key to our global success. We are industry leaders due to the innumerable talents of our approximately 5000 strong professional team. Our people thrive in an entrepreneurial and culturally-diverse environment, where innovative thinking, collaboration and efficient execution are highly valued. Our high-performance culture is what allows us to drive sustained growth. Stronger together, we promote an environment where individuals can thrive.
Introduction
- As part of the Global Procurement Hub (Shared Services Centre), the Procurement Administrator will provide accurate and timely support for Vendor set up and Onboarding, Vendor/Contractor Management, and other administrative duties, such as PCard administration. The Procurement Administrator will provide valuable administrative support to the global procurement team, as well as the wider organisation, notably HR and IT, and will work closely with the wider supplier base. Reporting to the Sr Procurement Program Manager, the position is based in Costa Rica and is a hybrid role (sporadic travel to the San Jose office may be required).
- Objective
- The Supplier & Contractor Administration Sr. Specialist will provide accurate and timely support for Vendor set up and Onboarding, Vendor/Contractor Management, and other administrative duties, such as PCard administration.
Roles and Responsibilities:
- Supplier set up & onboarding.
- Maintain supplier database and Procurement SharePoint site, providing training to internal users as required.
- Monitor the fulfilment of the Procurement Policy.
- PCard administration.
- Manage the Procurement Card (P-Card) process, establishing new card accounts, providing training to new users, maintaining cost coding routines and ensuring adherence to the policy.
- Vendor (contractor) management tool administration.
- Training and Onboarding Supplier.
- Complete on/off boarding activity in VMS (e.g. badge, deactivating system access, etc)
- Follow up contractor feedback from Hiring Manager, and follow up any performance issues.
- Coordinate, with Hiring Manager & Suppliers, contract expiration dates, renewal/extension and termination; executing decision in the systems.
- Coordinate offline approvals when needed (i.e. to extend contractor term)
- Track/monitor tenure against policy & then communicate to Hiring Manager.
- Track, monitor and report Contractor performance issues.
- Track all equipment is delivered to contractor on hiring and returned on termination.
- First day checkpoints between SL/Agency/Resource to ensure contractors are onboarded.
- Manage modifications and provide approvals on Modified SOW, and close SOW in VMS when project is completed.
- Manager survey on Supplier performance to Supplier specific SOW deliverable.
- Ensure VMS database is kept up to date.
- Provide invoice instructions to suppliers.
- Monitor and chase missing/unapproved time/milestone acceptance in VMS System, executing time adjustments when needed.
- Resolve payment inquiries and disputes.
- Reconciliation of timesheets and invoices, ensuring no billing from Suppliers are accurate.
- Design, launch and manage Supplier Engagement Surveys & Supplier scorecard, with support from Procurement leadership team.
- Other tasks.
- Ah-hoc purchasing, especially as a backup for colleagues on leave.
- Actively suggest, map and assist in implementing improvements of Procurement tools.
- Skills:
- 3-5 years' experience in Administrative/Human Resources administration functions. Experience in Procurement and/or Human Resources administration support is desirable but not mandatory.
- Mainstream Procurement System (Oracle preferably) and/or HR system (Workday preferably) knowledge and experience and Excel advanced level user are essential.
- Strong educational background is desirable (ideally degree qualified in a relevant discipline), however working experience could replace a formal education, to a degree.
- Highly organized and methodical approach - high level attention to detail is essential.
- Analytical mindset, with ability to research, scrutinize, analyze and present material with little instruction and supervising clearly and concisely is essential.
- Customer service focus, with the ability to understand internal customer's individual priorities against the wider needs of the business.
- Can do, proactive attitude is a must have along with the ability to work quickly and accurately to short timelines is essential.
- Strong project management skills.
- Strong team working skills and stakeholder management skills are essential.
- Willing to learn and comfortable with working on own initiative (position will be remote/home worker) is essential.
- Strong oral and written communication skills in English is essential, French is a nice to have.