Procurement Administrative Coordinator

**INEOS Oligomers - Joffre, AB**

Procurement Administrative Coordinator

**INEOS Oligomers - Joffre, AB**

INEOS is a global chemical company. Our products touch every aspect of modern day life. We comprise 36 businesses with 194 sites in 29 countries throughout the world.

**INEOS is characterized by the following strengths**:
High-quality and low-cost production facilities

Well-invested plants

Large plants that benefit from economies of scale

Favourable locations

Experienced management

Leading market positions

We believe INEOS is a refreshing place to work and we are prepared to embrace new approaches to business. Safety is our first priority. We are highly focused on growth and EBITDA, and see the “customer as king”

**We currently have the following opportunity**:
Procurement Administrative Coordinator

Procurement Administrative Coordinator reports to the Joffre Site Financial Controller

Primary purpose is to provide value added Contract, Procurement and Finance activities to the site. Value is measured by minimizing fully loaded costs for delivery of goods and services under contract, managing relationships with key vendors, facilitating/assisting in contract negotiations, and assisting the Finance and Procurement Group with efficiency optimization.

**Responsibilities**:
Procurement Responsibilities & Accountabilities
- Process SAP service entries to support timely payment of invoices
- Assist with invoice processing and the resolution of blocked invoices
- Assist with the processing of SAP goods receipts in support of warehouse activities
- Proactively and continually seek and develop new and competitive sources of supply for stocked items and consumables, including using IN.Spend to check for vendors other sites are using
- Assist with maintaining Vendor Management Database
- Lead role for contract administration and contracts database: Key contact interface between Joffre and INEOS legal for contract questions

Use site contract templates or have INEOS legal create the appropriate contract and/or terms and conditions. All edits to be approved by INEOS legal.
Provide contracts database training or assistance as needed
Input all contracts received into the Oligomers contracts database and centrally store any hard copies.
Assign a contract number to signed agreements and ensure contract number is referenced in Purchase Order (PO) header text for the appropriate vendor, if required
- Send out contract renewals 90-120 days in advance of contract expiration and ensure bidding, if required, is started at least 120 days in advance of the contracts end date.
- At the end of each year, add contract information to the blanket PO spreadsheet
- Ensure pricing on contracts is evaluated against the market every 3 years
- Report monthly on contracts expiring within the next 6 months
- Compile any reporting requirements stated in the contracts, as requested
- Audit invoices from vendors to ensure compliance with contract terms and conditions, including rates and pricing
- Assist with resolution of vendor or contractor grievances and assist with any claims, as requested
- For any new SAP vendors with successful bids/new contracts, complete required information for set up in Vendor Management and SAP
- Assist with negotiations and resolve contract issues with vendors, when asked
- Assist with collection and payment arrangements of Malus and Bonus payments
- Assist with cycle counting and dead stock review
- Assist with picking orders as requested, including during outages
- Compile monthly KPIs and other reports as requested
- Assist in the preparation of the annual spend map and Net Exposures buy data
- Facilitate the review of and assist with updating workflow procedures in a controlled document format
- Facilitate/attend vendor meetings with Joffre site personnel as requested
- Vacation coverage for procurement as requested

Team Responsibilities & Accountabilities
- Prepare meeting agendas and minutes
- Assist with running month end reports for finance
- Provide back up as requested
- Participate in site audits as requested for ISO, Responsible Care, Internal, etc.
- Identify areas/processes for improvement/streamlining and propose solutions
- Demonstrate safety consciousness through active participation in safety audits, housekeeping, and safety discussions/meetings
- Embrace and promote the INEOS 20 Safety Principles
- All other duties and special projects as assigned by the Site Controller

**Certifications and Experience**:

- Excellent customer service attitude and customer focus
- Experience in a petrochemical and/or refining environment in a Technical or Business position would be an asset
- Respond to requests in accordance with agreed upon delivery date
- Ability to communicate professionally with people at all levels of the organization and with external contacts
- Ability to resolve conflicts with customers and vendors
- Advanced experience with Excel, Word, and Outlook
- Ability to work i