Position Overview
- The Procurement Manager is responsible for leading and managing all procurement activities across the College, ensuring the efficient, compliant, and cost-effective acquisition of goods, services, and works. Reporting to the Director of Finance, the post-holder will develop and implement procurement strategies, oversee tendering and contract management activities, maintain strong supplier relationships, and ensure that procurement operations support the College's strategic and operational objectives.
- The Procurement Manager will work collaboratively with academic and operational departments, including Finance, Facilities, IT, Marketing, Admissions, Human Resources, and Boarding, to ensure that procurement activities deliver value for money while maintaining high standards of quality, service, and compliance.
- The post-holder will demonstrate professionalism, integrity, discretion, and a strong commitment to service excellence. They will be expected to operate autonomously, exercise sound judgement, and contribute positively to the culture and ethos of the College.
Key Responsibilities
Procurement Strategy and Planning
- Develop and implement procurement strategies that align with the College's operational and financial objectives
- Lead annual procurement planning activities in collaboration with budget holders and department leaders
- Identify opportunities for cost savings, supplier consolidation, process improvements, and strategic sourcing initiatives
- Monitor market trends and supplier developments to ensure the College remains competitive and achieves best value
Procurement Operations
- Manage the day-to-day procurement function, ensuring efficient processing of approved requisitions, purchase orders, and supplier payments in accordance with the College's policies
- Supervise and develop procurement team members, allocating workloads and monitoring performance
- Ensure timely procurement of goods and services to support the effective operation of the College
- Maintain accurate procurement records, supplier databases, contracts, and purchasing documentation
Tendering and Contract Management
- Lead end-to-end tendering processes, including specification development, market engagement, bid evaluation, recommendation reports, contract award, and implementation
- Manage major procurement projects including, but not limited to, catering services, transportation services, facilities management, capital projects, renovations, technology services, and outsourced contracts
- Negotiate commercial terms, pricing, service levels, and contractual agreements with suppliers
- Monitor supplier contracts to ensure compliance with agreed terms, service standards, and performance expectations
- Conduct regular supplier performance reviews and implement corrective actions where necessary
Supplier Relationship Management
- Develop and maintain productive relationships with suppliers and service providers
- Evaluate supplier performance through formal review processes and stakeholder feedback
- Promote a diverse and competitive supplier base while ensuring quality, reliability, and value for money
- Support supplier onboarding, due diligence, and ongoing performance management activities.
Governance, Compliance and Risk Management
- Ensure all procurement activities comply with College policies, delegated authorities, financial regulations, and applicable legal requirements
- Develop and maintain procurement procedures that promote transparency, accountability, ethical practice, and value for money
- Identify and mitigate procurement-related risks, including supplier, contractual, operational, and supply chain risks
- Support internal and external audits relating to procurement activities and contracts
Asset and Inventory Management
- Work closely with the Facilities and Finance teams to support the procurement, tracking, and lifecycle management of College assets
- Assist in developing systems and controls for inventory management and asset accountability
- Ensure appropriate records are maintained for capital purchases and operational assets
Stakeholder Engagement and Service Delivery
- Provide procurement advice, guidance, and support to budget holders and departmental leaders
- Deliver training and support to employees on procurement policies, procedures, and purchasing systems
- Foster a culture of responsiveness, customer service, collaboration, and continuous improvement
- Maintain effective communication with stakeholders regarding procurement activities, project progress, supplier performance, and service impacts
Reporting and Performance Management
- Prepare regular management reports on procurement activity, savings, supplier performance, contract status
- Monitor procurement budgets and expenditure patterns, providing analysis and recommendations as required
- Contribute to annual budgeting and financial planning processes
General Responsibilities
- Actively participate in professional development and training opportunities
- Support College events and operational activities as required
- Undertake other duties appropriate to the level and responsibilities of the post as assigned by the Director of Finance
Other Responsibilities
Health, Safety and Safeguarding
Support the College's commitment to maintaining a safe, secure, and healthy environment by adhering to all Health and Safety policies, risk management procedures, emergency protocols, and safeguarding requirements, and by reporting hazards, accidents, near misses, or unsafe practices in a timely manner.
Professional Development
Maintain and enhance professional knowledge, skills, and effectiveness through continuous professional development, active participation in College training and meetings, reflective practice, and collaborative engagement with colleagues.
Founding Culture and Engagement
As a member of the founding team, actively contribute to building awareness, engagement, and confidence in the College through participation in admissions, promotional, community and stakeholder engagement activities, while consistently serving as an ambassador for the school's values and vision.
Requirements
Person Specification
- A good degree in supply chain management or any relevant field
- Previous leadership and management experience is desirable
- Experience of working in an educational setting preferred
- Detailed knowledge of inventory and supply chain management
- A minimum of five years' post qualification experience
- Strong supervisory and management skills
- Commitment to collaborative, data-based, decision-making
- Rigorous approach to problem-solving
- The ability to prioritise workload, multi-task and meet deadlines
- Proficiency in procurement, purchasing, or ERP systems (such as Microsoft Dynamics, SAP Materials Management (MM), Oracle, Sage, or equivalent), together with strong Microsoft Office skills, particularly Excel, Word, PowerPoint, and database management
- Able to work long hours and occasional weekends if required
Personal Attributes
- Demonstrate practice that represents the five core values of Wellington at all times (courage, integrity, kindness, respect and responsibility)
- Excellent communication and interpersonal skills, proven ability to translate financial information and communicate effectively with different types of people, across disciplines and in cross-culture environment
- Strong track record of solving complex problems, strategic thinking and delivering significant impact
- Proven ability to work with metrics, numbers and trends, and develop recommendations for action based on the analysis
- Personal Integrity, accountability and credibility
- Strong mindset for continuous improvement to meet or exceed expectations
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