Procurement Support Officer

Overall role and context: This is a key role within the Finance Department. Reporting to the Finance Manager or their nominee, the Procurement Support Officer will support the delivery of an effective and efficient purchase to pay process for SETU, having regard to the University’s obligations in terms of public accountability and value for money. The role holder will strengthen adherence to the procurement processes and procedures for the purchasing activity. The role holder will maintain and update the Supplier Master file as necessary and manage Supplier Master file tax records.

Principal duties and responsibilities: • To deliver an efficient procurement support service to the University, and its subsidiaries as appropriate, strengthening adherence to the procurement procedures and processes. • Supporting the transition to requisitioning online and providing training and support to the wider system user group for this functionality. • Processing of purchase orders, as required, in the Finance system in accordance with relevant procurement and purchasing policies and procedures. • Setting up of new supplier accounts and maintaining existing account details, following all necessary control procedures and ensuring adherence with Revenue Supplier tax obligations i.e. RCT contracts and Tax Clearance. • To support the University’s compliance with all relevant Taxation requirements i.e. VAT, PSWT, RCT, C&E, Tax clearance rules, Intrastat and VIES as appropriate. • To support University adherence to Prompt Payment Legislation. • To support the entry and indexing of documentation in the Finance System for purchase ledger transactions as well as entry and matching of Goods Received Notes, where appropriate. • To work with, and support, the Senior Procurement and Purchasing Ledger Officers in the effective operation of the end-to-end purchase to pay process. • Responsible for monitoring, reporting and clearance of outstanding items in the requisitioning system. • To maintain appropriate records for audit trail and internal information purposes, including approval tracking. • To liaise with Internal and External Auditors as required. • To make recommendations for the improvement of processes, procedures and policies in relation to all aspects of the procurement and purchase ordering process. • To contribute to the maintenance of SETU’s overall financial control environment focusing on internal controls. • To perform other duties as may be required by university management.

Relationships: Responsibility for People – Supervision/Management: The postholder will work as part of the Finance team and may have supervisory responsibility for other administrative staff within the Finance function at Grade III level.

Person specification – Qualifications, Knowledge, Experience & Skills: Essential • have the requisite knowledge, skills and competencies to carry out the role. • be capable and competent of fulfilling the role to a high standard • have obtained at least Grade D3 in five subjects in the Leaving Certificate Examination (higher, ordinary, applied or vocational programmes) or equivalent or have passed an examination at the appropriate level within the QQI qualifications framework which can be assessed as being of a comparable to Leaving Certificate standard or equivalent or higher or have appropriate relevant experience which encompasses equivalent skills and expertise Hours of Work: The appointee will be required to work 35 hours per week along with such additional hours as may be required for the proper discharge of their duties.

Salary: Assistant Staff Officer Salary Scale: €37,217 - €53,301 Annual Leave: 23 days annual leave. Annual Leave will be in accordance with arrangements authorised by the Minister for Further and Higher Education, Research, Innovation and Science from time to time